Loyola Marymount University

This position performs various duties to support daily operations of the Graduate Admission Office. The three main responsibilities of this role are to 1) Support graduate recruitment efforts, 2) Assist graduate applicants through the various stages of the application process, and 3) Provide administrative support to the Graduate Admission Office.

Position Specific Responsibilities/Accountabilities

1. Serve as a first point of contact for the Graduate Admission Office by handling inquiries and answering the main phone line. Respond to questions pertaining to graduate program of interest, admissions process, and upcoming events in a thorough, accurate and courteous manner.

2. Manage graduate admission email account and communication flow to graduate prospects, applicants, and admitted students.

3. Oversee the collection of application materials, releasing of admission letters, and processing of standardized test scores.

4. Assist in planning of outreach activities and events targeting graduate students, including recruitment travel, on campus programs, and hosting visitors on campus. This includes, but is not limited to, open houses, campus tours, and orientation.

5. Represent LMU graduate programs at graduate fairs, universities and organizations as needed.

6. Actively collaborate with other Graduate Admission and Academic Program staff across all schools and colleges involved in various aspects of recruitment, admissions, records and financial aid processing, to ensure that the applicants have all necessary information.

7. Assist Graduate Program Directors, faculty & staff across all schools/colleges/administrative offices regarding admission practices, University policies, and complex, non-routine questions.

8. Assist in the preparation and maintenance of data, reports, correspondence, and presentations. Research, gather, and compile information for Graduate Admissions and other units within the University using a variety of systems (ex: Banner and Slate).

9. Provide time management support by prudently allocating the Assistant Vice Provost of Graduate Enrollment’s time, exercising subtle judgment about the priority and urgency of requests coming from faculty, staff, students, and other LMU administrators.

10. Organize meetings and reserve locations; prepare agendas and related materials; attend meetings as needed to record minutes or summaries for distribution.

11. Monitor and order office supplies, submit work orders with Facilities Management or Servicedesk tickets with ITS for general office concerns.

12. Perform other duties as assigned or requested by Assistant Vice Provost of Graduate Enrollment.

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 Bachelor’s Degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills and abilities needed to keep abreast of trends in the field and policy changes.
• Minimum four years of administrative experience of increasing responsibility preferably in an academic environment.
• Demonstrated knowledge in graduate admissions processes, requirements, policies, and their relationship to other academic and administrative offices.
• Demonstrated computer competency in Microsoft Office: Excel, Outlook, Powerpoint, Publisher, Word, and various software including Adobe: Acrobat Pro and Photoshop, Oracle Banner, Etrieve, Technolutions Slate application and admissions software.
• Ability to provide competent counseling advice to prospective students, being sensitive to individual needs. Maintain confidentiality of admissions records. Prioritize, delegate and ensure completion of a variety of tasks with multiple deadlines. Maintain a personable and professional demeanor at all times.
• Exemplary communication skills (both written and oral) evidenced by background in preparing reports and executive summaries incorporating complex information.
• Must be able to work independently and collaboratively to perform successfully in a student-centered fast-paced work environment with changing demands and shifting priorities.
• Highly developed organizational and customer service skills. Must be highly motivated, self-directed, detailed and results oriented with the ability to maintain multiple projects.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Constantly required to sit, feel, use finger movement, speak clearly, hear conversation, see near and far. Frequently required to stand and walk. Frequently required to lift, carry and push up to 25 lbs., stoop, kneel, reach high and low, use depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is normal.

MENTAL DEMANDS: Mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent calculating, interrupted work, variety of interrelated tasks, sustained concentration, use of reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

#HERC#/#HEJ#

Staff Regular

Salary range

$25.87 - $32.31 Salary commensurate with education and experience.

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. 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. (Visit www.lmu.edu for more information.)