Senior Administrative Coordinator

Senior Administrative Coordinator, Dean's Office

The Senior Administrative Coordinator, Dean's Office for the School of Film & Television (SFTV) reports to the Associate Dean of Operations and Administration and is a key member of the administrative staff supporting human resources, purchasing, and budget related processes with a focus on faculty searches, contracts, and compensation. This role acts as a liaison between the Dean's Office and the university's Human Resources department related to full-time, part-time, temporary faculty and staff. This role works closely with the Executive Assistant to the Dean and ensures accurate, timely, and confidential handling of HR-related matters. The Associate is expected to maintain the highest standards of discretion and integrity and support SFTV's commitment to efficient, compliant, and ethical personnel practices.

Position Specific Responsibilities / Accountabilities

• Serve as the primary staff lead in the Office of the Dean for oversight of all faculty and staff contracts and compensation including the preparation, submission, tracking, and maintenance of contracts.
• Coordinate the full-time faculty and staff recruitment process, including organizing search committee logistics, scheduling and coordinating interviews, assisting with meeting coordination, and collaborating closely with department chairs, Assistant and / or the Associate Dean for Faculty, the Dean and other university stakeholders.
• Serve as SFTV's designated liaison to LMU Human Resources for faculty contracts and compensation matters, ensuring alignment with university policies, procedures, and associated timelines.
• Function as a subject matter expert on HR-related processes within Workday, including hiring, contract generation, role adjustments, and other employee-related actions.
• Maintain advanced knowledge of general HR workflows including specific workflows and approval processes related to faculty contracts.
• Create and maintain employee directories and distribution lists, ensuring accurate and timely revisions year-round.
• Track, log, and process contracts, stipends and supplemental payments with precision.
• Meticulously review each transaction for accuracy before submitting and routing forward for formal approval from the Dean, Human Resources and necessary parties. Forecast delays and duration of approval process to avoid missing deadlines.
• Consult with the Office of the Provost as appropriate, to ensure required non-curricular administrative measures are completed in alignment with the faculty handbook and university guidelines in relation to pre-tenure, rank and tenure practices and processes.
• Demonstrate the highest level of confidentiality and discretion when handling sensitive personnel matters and HR communications. Information may only be shared within the Dean's Office including the Executive Assistant, Associate Dean of Operations and Administration and / or other senior leadership at the explicit direction of the Dean.
• Support in the implementation of university-wide HR initiatives or policy changes, helping to communicate relevant updates to staff and faculty when appropriate and in consultation with the Executive Assistant to Dean and Associate Dean of Operations and Administration.
• Participate in SFTV and university-wide committees or working groups related to HR functions or systems as requested.
• Perform other duties related to Workday, TAP system, and / or employee compensation and payments.
• Submit purchases, conduct transactions, and process various invoices ensuring timely payment and accurate coding in accordance with university purchasing policies.
• Reconcile P-card transactions and expense reports on behalf of the Dean and Associate Deans.
• Actively participate in finance, purchasing, and human resources related university hosted trainings and information sessions, staying knowledgeable on current processes and policies.
• Perform other administrative tasks for the Dean's Office including but not limited to fielding general inquiries via shared department inboxes, answering general office-line, updating SFTV directories, scheduling meetings, and coordinating catering, meals and travel.

Rank, Tenure & Promotions

Faculty Searches

Faculty Grants and Fellowships

Policy & Procedures

Faculty & Staff Support

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.

Requisition Qualifications