Administrative Coordinator

Manage daily operations of the Department of Aerospace Studies and act as primary liaison between Air Force Reserve Officer Training Corps (ROTC) and Loyola Marymount University. Maintain a thorough and comprehensive working knowledge of LMU educational requirements and Air Force cadet requirements.

Position Specific Responsibilities/Accountabilities

• Oversee department facilities, operations and maintenance of office and classroom equipment, and instructional related technologies. Prepare confidential and non-confidential letters, memoranda, forms, reports, proposals, and other documents; schedule appointments and maintain personal and public calendars; handle travel arrangements and registrations; set up and maintain filing systems; prepare agendas for meetings. Promptly advise appropriate staff personnel of waiting visitors. Ensure that telephone calls are handled promptly with consideration and courtesy. Manage detachment website, LMU webpage, and organization's email inbox.

• In collaboration with the AFROTC Commander, plan annual budget requirements, prepare justification, and manage disbursement of current-year finances. Monitor and reconcile annual budget. Ensure compliance with university policies and requirements; Ensure accuracy of accounting reports; Prepare and process payments, requisitions, and disbursements.

• Forecast, plan, and coordinate recurring military events and ensure University and community support for official ceremonies. Schedule classrooms and venues and maintain a department annual calendar that includes all academic requirements, training requirements, physical fitness requirements, and department personnel activities. Assist with the daily operations of the department's academic classes, military and physical training programs, and recruiting activities. Advise the department chair on potential schedule conflicts and recommend alternatives.

• Establish and maintain professional working relationships with other academic and administrative offices within the University and the greater Los Angeles community. Maintain contact list of community partners.

• Act as negotiator and principal expert for Department of Defense Educational Support Agreements with all cross-town universities in the department's consortium. Maintain and provide resource documents that describe all the rules, regulations, requirements for AFROTC program.

• Work collaboratively with other academic and administrative offices within the University to ensure disbursement of the department's annual room & board scholarship funds; ensure student accounts are credited properly and on time.

• Hire and supervise Work Study students.

• Invite, coordinate, and ensure proper protocol for visits to the department by distinguished guests. Maintain collegial relationships with past and present visitors.

• Archive and record the department's history; collect, maintain, and professionally display records and memorabilia of the history since inception in 1949. Maintain an alumni distribution list and send recurring updates to alumni.

• Maintain uniform program by managing cadets' sizing requirements, uniform inventory, and accountability of resources.

• Perform other duties as assigned or requested.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications

• Typically a high diploma or equivalent. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

• Minimum two years of administrative support and clerical experience in an office setting.

• Demonstrated experience should include - handling of highly sensitive information; management of multiple conflicting priorities; and facilitation of communication between numerous parties.

• Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, highly technical information,

• Highly developed organization skills.

• Demonstrated knowledge in the areas of: Good organization skills for managing tasks and maintaining files/documents; good computer skills in using typical office software including MS Office with Word, Excel, and PowerPoint; skill in using basic office equipment such as fax, photocopier and scanner.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Constantly required to sit, feel, use finger movement, speak clearly, hear conversation, see near and far. Frequently required to stand and walk. Occasionally required to lift, carry and push up to 25 lbs., stoop, kneel, reach high and low, use depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is normal.

MENTAL DEMANDS: Mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent calculating, interrupted work, variety of interrelated tasks, sustained concentration, and use of reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

#HERC# #HEJ#

Staff Regular

Salary range

$22.88 - $28.61 Salary commensurate with education and experience.

Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)