Senior Administrative Coordinator - Graduate Theology Program

Under general supervisor this position will keep the Graduate Theology program organized and ensure that everything runs smoothly. The Senior Administrative Coordinator makes possible the fulfillment of many of the duties of the Graduate Directors and Faculty. Directors and Senior Administrative Coordinators work closely together to develop mutually supportive expectations and relationships.

This position is a term position beginning on June 1, 2025 and ending on August 31, 2025.

Position Specific Responsibilities/Accountabilities

In cooperation with the Graduate Director, manage budget of the Program.

• Collaborate with the Graduate Director regarding decisions of budget allocation and spending and determining feasibility of purchases and programming.  Maintain up-to-date knowledge of university fiscal policies and procedures; interpret and apply fiscal policies to ensure program compliance. Supervision of the Program budget remains the responsibility of the Chair/Director.

• Track, monitor, and maintain files relating to program expenses.

• Maintain accurate records and create/submit all necessary paperwork related to program operations, including PCard reports, travel expense reports, invoices and reimbursements, and reclassifications.

• Collaborate with the Graduate Director to prepare student financial aid awards. Track and manage student scholarship applications and supporting documentation, prepare student award letters, and coordinate with campus partners to ensure timely distribution of funds.

Manage all resources and operations necessary to the daily functioning of the program.

• Anticipate, identify, and resolve problems that affect the efficient flow of work within and among programs, departments, or outside groups.

• Serve as primary department liaison between the Program and all on- and off-campus offices, departments, and vendors. 

• Serve as a primary point of contact for visitors to the Program, including students and off-campus guests.  Answer general questions and refer visitors to appropriate faculty or resources as necessary.

• Oversee updates and maintenance of Program website.

• May train or assist others with technology. May update standard information/data to website/blog within the applications content management system.

• Support program events in coordination with student and faculty organizers.

Facilitate student recruiting and orientation.

• Assist Graduate Director with recruiting efforts.

• Provide administrative support for recruiting events, programs, and projects.

• Serve as a point of contact for prospective and incoming students. Answer general questions and refer students to appropriate faculty or university resources as necessary.

• Coordinate program review of admissions files.

• Provide support for new student orientation.

Maintain records for Program and faculty.

• Maintain confidential files as necessary, including emergency contact information, as well as any other confidential program documents.

• Assist Graduate Director with assessment, accreditation, and reporting activities, compiling and maintaining records as necessary.

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 Bachelor’s degree or equivalent experience.  Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of benefit regulation/policy changes.

• Minimum 4 years of varied and progressively responsible official, secretarial, and clerical experience, preferably in a university setting.

• Demonstrated knowledge in the areas of: customer service, event planning/scheduling, office maintenance, copyright laws, “fair use” and other academic policies. Detailed oriented.

• Maintain working knowledge of technology and equipment used by Program and faculty, upgrading skills and knowledge as necessary.

• Exemplary communication skills (both written and oral); ability to multi-task, retrieve data in timely manner.

• Highly developed organizational and leadership skills.

• Demonstrated computer competency and preferably knowledgeable of Microsoft Win