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Loyola Marymount University Administrative Specialist in Los Angeles, California

Position Information

Requisition Number: 0190400

Position Type: Staff

Division: President's Office

Department: President's Office

Organizational Unit:

HR Classification Title: Administrative Specialist

Business Title: Administrative Specialist

Work Status: Full-time Regular

Hours Per Week: 40

Days of Week: M-F

Shift Schedule:

Specific Work Schedule:

Posting Options: Internal and External

Position Summary:

Under the direction of the Executive Assistant to the President, this position provides support for the President’s Office that includes a variety of skilled administrative duties. Represents the Office of the President demonstrating professionalism, a positive attitude, open communication, follow through, and effective problem resolution.

Position Specific Responsibilities:

  • Assists the Executive Assistant to the President with the day-to-day operations of the President’s Office, including but not limited, to:

  • Answers multiple phone lines in a prompt, courteous, and professional manner; assesses needs of callers and visitors; provides assistance or refers to appropriate representative or department; and takes thorough and accurate messages.

  • Represents the President’s Office to internal and external constituencies; provides ‘frontline’ interface with all visitors to the President’s Office; and handles highly sensitive information with confidentiality, discretion, and diplomacy.

  • Accurately and efficiently composes, edits, and reviews virtual and written business correspondence and other documents.

  • Provides highly skilled administrative support; maintains office calendars and distribution lists; and formats and distributes letters and documents.

  • Implements and maintains data management and document control through virtual and physical record-keeping systems.

  • Responsible for the President’s travel arrangements, including flight, hotel, meals, transportation, and cell phone service.

  • Collaborates with events managers, faculty, staff, and administrators across divisions to coordinate, manage, and execute presidential events. Designs, prepares, and distributes invitations. Tracks responses and dietary restrictions. Assists with room configurations and name cards.

  • Communicates and stays current with University operating procedures and policies. Consistently demonstrates sound judgment to implement and interpret University policies, rules, and procedures, especially with regard to sensitive issues.

  • Models professional demeanor. Assists Executive Assistant to the President with the training and development of student employees.

  • Assists the Executive Assistant to the President with the coordination and scheduling of meetings, events, and telephone appointments. Arranges reserved parking and sends detailed instructions to the President’s guests.

  • Prepares and generates correspondence, letters, labels, and other documents.

  • Requests and reviews presidential briefings, updates the President’s calendar, and uploads briefings and meeting materials to BOX.

  • Assists with the processing of invoices, expenses, and reimbursements, when needed.

  • Handles facilities and equipment maintenance requests, when needed.

  • Performs other duties as assigned or requested.

Experience/Qualifications:

  • Minimum 6 years office experience, preferably in an academic environment or executive setting.

  • Demonstrated knowledge in the areas of: standard office procedures, filing, online research, data collection and analysis, calendaring, event planning, and writing.

  • Ability to analyze, manage, and execute tasks with minimal supervision.

  • Ability to multi-task and prioritize, managing multiple projects and shifting priorities in a deadline-driven environment.

  • Ability to convey the university mission to internal and external constituents.

  • Excellent communication skills (both written and verbal) and ability to collaborate with individuals from a diverse set of disciplines and backgrounds.

  • Strong project management and organizational skills.

  • Excellent analytical thinking and decision-making. Ability to simplify and address complex processes and issues.

  • Intermediate to advanced proficiency with Microsoft Office Suite.

  • Ability to handle highly sensitive information and maintain confidentiality.

  • Must perform all job functions with high attention to detail.

Required Education:

  • Typically a Bachelor’s Degree in Business Administration or related field. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

License/Certification/Registration Requirements:

Physical Demands (if applicable)

Special Instructions

Exemption Status: Non-Exempt

Salary Grade Minimum: **

Salary Grade Midpoint: **

Posting Date 03/26/2020

Application Deadline Date:

Applicant Documents

Required Documents

  • Cover Letter

  • Resume/CV

Optional Documents

  • List of References
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