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About the Role

The Administrative Specialist provides high-level complex administrative support to the BCLA Dean, managing a wide range of duties including event administration, budgets, contracts, and personnel to support the Dean’s daily work and strategic planning.

Responsibilities

• Manage Dean’s Schedule and Projects
• Provide time management support by prudently allocating the Dean’s time, exercising judgment about the priority and urgency of incoming requests.
• Plan, coordinate, and arrange meetings on and off campus.
• Make travel arrangements for off-campus meetings and conferences.
• Reserve locations; prepare agendas and related materials; attend meetings as needed to record minutes or summaries for distribution.
• Ensure that the Dean stays abreast of all important university deadlines and reserves time to take necessary actions in a timely manner.
• Uphold the utmost confidentiality regarding meeting content and other highly sensitive information.
• Help manage Dean’s communication in terms of Phone, Email, and Social Media.
• Manage P-card transactions and reconciliation for the Dean.
• Track accounts, available funds, accounting policies, limits/intent, and awards/use for restricted accounts, donor funds, and endowments.
• Support the Dean in analyzing accounts, preparing related documents and spreadsheets, and routine reporting.
• Interface with Academic Affairs team for appropriate budget analysis, and work with BCLA administrative coordinators on budget-related matters.
• Prepare reports, correspondence, and presentations.
• Assist the Dean in researching, gathering, and compiling information and statistics.
• Review incoming requests for the Dean and compose routine responses and memos.
• Support the Dean related to preparation of BCLA Annual Report and other reports to leadership team.
• Help manage faculty relations vis-à-vis the college system of shared governance.
• Help arrange events with cohorts of faculty to support overall faculty development led by the Associate Dean.
• Work on projects with the Associate Dean that advance office goals in supporting of faculty and department chairs.
• Execute, Coordinate or lead special projects as assigned.
• Carry out specific project tasks to completion, organize and schedule working groups and task forces as needed, maintain project timetables, report results.
• Perform other duties as assigned or requested.
• 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.

Requirements

• Typically a Bachelor’s Degree or equivalent experience.
• Incumbent will be expected to to consume and produce information in sophisticated ways.
• Expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes and to advance the overall effectiveness of the Dean’s work and office.
• Minimum of 6 years related job experience in progressively responsible positions, preferably in higher education and/or in fields related to development and/or communications.
• Ability to relieve the Dean of routine details and exercise initiative and independent judgment in Dean’s absence.
• Maintain effective consultation and collaboration with Associate Deans as necessary.
• Ability to assess, prioritize and delegate the flow of work on a daily basis.
• Essential to be able to maintain a high level of confidentiality and a high level of patience with situations characterized by complexity and contingency.
• Individuals who require a reasonable accommodation to participate in any stage of the application, interview, or selection process may contact Human Resources at hr@lmu.edu or by phone at (310) 338-2723.

Skills

• Demonstrated computer competency and experience in Microsoft Excel, Word, PowerPoint, etc. in both Mac and PC environments.
• Website skills required.
• Ability to use software such as Qualtrics/Google Forms needed.
• Highly developed organizational skills.
• Ability to analyze, manage, multi-task, motivate, plan, organize and execute day-to-day operations.
• Work under constant deadlines and maintain a rigorous and detail-oriented approach to each task.
• Strong listening skills and ability to grasp information quickly and completely.
• Demonstrated ability to share information in written and oral forms concisely, correctly, and effectively in meetings and public presentations.
• Ability to write intelligently, eloquently, diplomatically, and persuasively and to prepare memos, reports and other documents efficiently.
• Exceptional interpersonal skills are required for effective interface with the Dean and the Dean’s team, with other administrators and their teams, and with faculty, staff, students, and parents.
• Ability to manage and de-escalate conflict, when necessary.
• Professional demeanor and poise important for contact with VIPs and donors in communication with Dean.

Location

• Onsite

Work Type

• Staff Regular
• Full-time

Experience Level

• Minimum of 6 years related job experience in progressively responsible positions, preferably in higher education and/or in fields related to development and/or communications.

Education Level

• Bachelor’s Degree or equivalent experience

Salary/Compensations

• $30.43 - $38.07 Salary commensurate with education and experience.

About the Company

• 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.

Equal Opportunity

• 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.
• LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants.