Administrative Coordinator - Assistant to Assistant Vice Provost, Financial Aid

Requirements

• High school diploma or equivalent experience required. Bachelor's degree preferred. Incumbent will be expected to continue upgrading knowledge, skills, and abilities as needed to keep abreast of current office technologies and trends.
• Minimum 2 years administrative support experience in a complex office environment.
• Ability to perform complex and concurrent tasks requiring speed and accuracy, diplomacy, and outstanding customer service.
• Exemplary communication skills (both written and oral), evidenced by experience in preparing comprehensive reports and executive summaries incorporating complex, highly technicaland

Benefits

Additional Information

This onsite position provides administrative support to the Assistant Vice Provost and Financial Aid Department in functional areas including, but not limited to: data entry, drafting correspondence, scheduling appointments, office manager duties, coordinating meetings and taking effective meeting minutes. Position Specific Accountabilities Direct assistant to the Assistant Vice Provost for Financial Aid. This position is a onsite position. Provide administrative support to the Counseling and Outreach Unit, which entails, but is not limited to: Assisting in receipt and opening of documents received by Financial Aid, review of incoming documents for completeness and signatures, track, log, scan and index documents into Banner (the University's Student Management System) and Etrieve (the University's Document Imaging System) and returning incomplete documents to sender. Ability to perform complex administrative work independently and efficiently; manage multiple conflicting priorities; compose clear, comprehensive reports and keep accurate records; maintain a high level of confidentiality. Provide leadership and manage meetings, securing technology set-up, coordinating communication, creating agenda and minutes, and distributing appropriate information. Schedule and coordinate meetings, appointments, and travel itineraries, including flights, ground transportation and hotel accommodations for the Assistant Vice Provost's recruitment trips or conferences. Direct questions and inquiries to the appropriate staff.Apply basic working knowledge of concepts, practices, and procedures to varied situations. Maintain a neat and professional work area at all times. Responsible for making sure the Department's breakroom area is kept neat, clean and well stocked with appropriate supplies. Track, monitor and maintain files relating to Financial Aid's budgets and expenditures; maintain accurate records and create/submit all necessary financial paperwork related to general Financial Aid operations, including expense reports, travel reports, invoices and reimbursements, and reclassifications. Manage and reconcile Department's operational budget monthly. Alert the AVP and Senior Associate Director of any over or underspending to ensure a financially stable budget at fiscal close. Maintain, update as necessary and distribute the Department's emergency address and phone list promptly whenever changes occur. Responsible for ordering all appropriate office supplies for the office and keeping the supply inventory neat and orderly.Keep accurate records of expenditures and receipts. Responsible for keeping track of all orders and reconciling the monthly expenses in the Workday system. Provide administrative support to the Senior Associate Director for Financial Aid on an as needed basis. Operate and maintain office machines.Troubleshoot issues through service calls and communication with Information Technology Services, Facilities management and other campus support offices.Keep AVP and all Associate Directors apprised of maintenance issues. Serve as Department's Resource Management Plan (RMP) coordinator, who is most connected to the program and process for computer inventory and replacement. Represent the Department as the Primary Emergency Response Team (ERT) representative, who attends trainings, ensuring that our emergency plans are updated and communicated to staff timely. Process all needed paperwork and access requirements for new staff members and for those resigning and no longer working at the University. Perform other duties as assigned by AVP or Senior Associate Director. 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.

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