Senior Administrative Coordinator

Provide the department with the specialized assistance it requires for students, faculty, staff, prospective students, parents and patrons. Serve as a liaison on matters within the department and with outside agencies. Support the chair/co-chair and department in its academic and artistic endeavors. Provide recruitment support both administratively and promotionally.

Position Specific Responsibilities/Accountabilities

Serve as telephone receptionist. Maintain a clear log of inquiring potential students, follow-up on applications, and assist with calendared performance events. Maintain a separate voice line with updated and detailed calendar of events information and directions for off-campus patrons as directed by chair/co-chair. Serve as receptionist for the entry lobby for the department. Direct students, patrons, and guests to appropriate faculty, staff and/or department.

Handle desktop publishing tasks including preparation and distribution of posters, programs, and editing all outgoing documents, for example, class schedules, advertisements, layouts for recruitment materials and various publicity materials. Coordinate the overall look of the department from publishing point of view (i.e. class schedules, room signs, notices).

• •Coordinate faculty, staff and students for events such as meetings and gatherings. Organize and supervise all receptions of the performance season as well as those for major departmental functions, and attend department meetings as required by chair/co-chair. Serve as liaison with the press and with LMU Central Ticket Agency. Supervise audience development as directed by chair/co-chair.
• •For example, create and maintain the community audience address list for performances, and compile box office statistics.

Manage recruitment process, including providing info about the audition process, if relevant, the major and minor curriculum, maintain database of inquiries, follow-up on inquiries, schedule and manage auditions if relevant. Assist in recruitment of new students by scheduling visits/tours to the department, making appointments with the chair/co-chair, preparing and distributing departmental brochures and receiving visitors to the department.

Prepare and maintain payroll reqs and contracts on part-time faculty, staff, and visiting professors, visiting artists, and affirmative action paperwork on new hires.

Train and supervise office work-study students.

• •Edit the annual university bulletin under the direction of department chair/co-chair.
• •Edit the department publications, student handbook, etc., under direction of chair/co-chair.

Serve as primary bookkeeper including both academic and production budgets. Com-pile statistics for budget accountings. Administer daily transactions of petty cash and reconcile weekly disbursements.

Create and maintain student files.

Provide clerical support and type department correspondence under direction of chair/ co-chair. Create and disseminate program memos. Organize bulk mailings on campus and in the community. Create and maintain department meeting notes and attend faculty meetings producing and distributing any minutes. Proctor collection of archival matter and maintain archives.

Maintain student jury records and track student activity for publicity/awards.

Maintain performance, conference, and teaching venue schedules.

Manage department repairs and facility maintenance including department equipment, instruments, classrooms, offices, furniture repair, computers, photocopiers, and printers. Procter the spaces used by department, record and distribute facility keys as directed by chair/co-chair. Coordinate security access for students, faculty, and staff. Report any safety issues, problems, or violations immediately to supervisor.

Coordinate faculty, staff, and students for department events, such as rehearsals, performances, programs per school year. Coordinate and schedule the use of department facilities. Proctor house management of all performances and attend performances as required by chair/co-chair.

Maintain the department website as directed by chair/co-chair.

Establish effective relationships with outside vendors.

Represent LMU within College of Comm & Fine Arts community and at professional organizations or associations, serve on committees as required.

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 School diploma. Bachelor degree in the arts and/or business management. Training in office practices, bookkeeping, graphics and computer skills. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes at school, university, and state credentialing levels.
• •Minimum four years of professional experience in varied and progressively responsible office management, preferably in a university and/or arts setting reflecting skills in technology, publicity, text editing, bookkeeping, performance management, and audience development.

Sophisticated knowledge and skill in producing, publicizing, and promoting performance activities of the department and related areas. The department Senior Administrative Coordinator is expected to attend Department Productions. Working knowledge of subject matter related concepts and use of discipline-specific vocabulary. Must have knowledge of university policies and procedures as well as experience in modern office practices. Potential to gain a quick and thorough understanding of department-related procedures and program curriculum.

Must have good written and verbal communication skills including accepted English with correct grammar, spelling and diction. Must be able to compose letters, memos, publicity materials, minutes, and other written materials on own initiative, and as the chair/co-chair indicates. Must be skilled in coordinating performance activities and publications, completing bookkeeping assignments, and office responsibilities with courtesy, speed, and efficiency. Must be able to understand, interpret, and enact university, college and department regulations, maintain confidentiality in all departmental and personnel matters, learn new skills on the computer and any other office machinery as these become available in the university. Must be able to meet deadlines, multi-task, use good judgment, initiate, and oversee the activities of other staff, student crews and work-study students.

Effective oral and written communication skills including decisional, organizational, and especially interpersonal skills when communicating with faculty, staff, students--and potential students, patrons, parents, and outside agencies. Must possess basic production, editing, computer, house and performance management protocol skills with an emphasis on box office management. Effective mastery of electronics, creative design and graphics techniques in order to produce publicity and production materials as well as academic records and correspondence.

Must have excellent understanding of the internet and computer software, i.e., Microsoft Office (Excel, Word, and PowerPoint), Adobe Acrobat, etc. Also social media programs such as Instagram, Facebook, and Localist as well as Dropbox and Google programs. Must have excellent knowledge of equipment including printers, desktop and laptop computers and ability to learn how to set up and use projection equipment for presentations. Must also be able to learn software such as Canva, Emma, Eventbrite, and all LMU-specific programs such as 25Live and Workday.

The above statements are intended to describe the general natu