Location: Westchester Campus,
Under minimal supervision, this position provides specialized support for the Dean's office, departmental, or program areas. This position will manage daily operations for the dean's office, including high level executive assistant and project management support. This position will interact with staff, faculty, and department leaders to ensure the success of School programs. The position also performs analytical support for the Dean's office while exercising initiative, discretion, and judgment.
Position Specific Accountabilities
1) Administer daily operations of the dean's office: may include functions such as supervising staff, managing electronic information systems, maintaining office supplies, handling phones, ensuring department's conformity to university policies and procedures and resolving complex departmental challenges. This position must be intimately familiar with all SFTV and university policies, protocols and procedures, including the unit-level SFTV strategic plan, and maintain currency on revisions to department, school and/or university policies and procedures.
2) Perform executive scheduling, travel, and expense reports/budget management; meeting setup; event planning and other advance administrative support related to students, faculty and staff; evaluating meeting requirements, researching and preparing background materials, and providing daily executive briefings to the dean in preparation for commitments.
3) Act as the main liaison between the Dean and all internal stakeholders including SFTV senior leadership, faculty, staff, students, university leadership, and administrative services across campus, including but not limited to the Provost's Office, the President's Office, the LMU Deans, ITS, Advancement, Marketing and Communications, Facilities Management, Budgeting and Human Resources.
4) Act as the main liaison between the Dean and all external relationships regarding SFTV, including but not limited to donors, the Board of Regents, the Board of Trustees, Alumni and parents.
5) Maintain current knowledge of, and inform the dean of, all SFTV activities including screenings, events, guest speakers, student organizations' events, faculty organizations' events, individual faculty and staff events and any external industry activities relevant to SFTV such as industry screenings, panels, festivals, etc. Stay up-to-date and keep Dean informed regarding industry news, trends and innovations as it relates to SFTV's strategic plan and goals of the Dean. Stay current and inform the Dean regarding all social media as it relates to SFTV.
6) Coordinate and maintain, in collaboration with Advancement, Industry Relations and Marketing, an up-to-date Alumni database.
7) Coordinate and oversee complex projects ranging from academic and financial reports to creating documents regarding staffing, operational systems, calendaring and SFTV policies and procedures. Prepare the Dean with all necessary documents and information prior to all meetings, including but not limited to Faculty Council, Deans Council, Advisory Boards, Faculty Assembly, Committee and Operations Meetings, Task Forces and Working Groups.
8) Manage the hiring, appointment, promotion and tenure processes on behalf of the Dean for tenure-track faculty positions, including generation of offer letters, dossier preparation, and tenure conferral; assure that communications with division chairs, deans, candidates and others are positive and respectful.
9) Produce internal and external communications on behalf of the Dean. Coordinate with Marketing and Communications regarding opportunities supporting public relations and visibility for SFTV.
10) Perform a variety of analytical and public relations tasks in support of day-to-day operations and special projects, and respond to a wide variety of inquiries and issues from faculty, staff, students and the public on behalf of the dean, including those highly sensitive in nature. (I.e. coordinate complex hires, dossiers for promotion, and other sensitive and complex projects.)
11) Organize various social events at the direction of the Dean including the faculty retreat, meet and greets, holiday parties, panels, festivals and receptions. Follow up with thank you notes and gifts.
12) Analyze operations and prepare reports, including conclusions and recommendations for changes.
13) Assist in the resolution of critical issues efficiently and ensuring productive outcomes.
14) 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.
Typically a Bachelor's Degree or equivalent experience. Preferably in Film & Television, Business Administration, Communications, Management, or related field. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
Writing, editing and proofreading skills, including use of correct grammar, spelling and punctuation, to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office with a high level of precision and clarity to a range of audiences. Close attention to detail, great organizational skills, and the ability to juggle multiple high priority requests and meet tight deadlines.
Interpersonal and professional business communication skills to diplomatically communicate with faculty, staff, students, legislators, donors, alumni, industry representatives and the public at all levels.
Experience working with complex information, determining level and scope of impact, identifying risks, evaluating a range of approaches and developing solutions within the context of priorities, time constraints, and available resources.
Strong computer skills in Microsoft Word, Outlook, Excel, PowerPoint, and Teams. Expertise in desktop publishing and presentation software. Proficient in Mac OS X and PC systems.
Knowledge of the relative roles of faculty, staff and administrators, and the protocols for communications and interactions between these parties in the university environment. Strong communication skills with a diverse group of stakeholders and the public, expertise with graphics/charts/visual presentation software and outstanding writing skills are a must.
Skills to take appropriate initiative and prioritize work while managing a heavy workload, overlapping activities, conflicting priorities, and establishing processes in a new executive's office.
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.
COVID Vaccination Requirement
To ensure the safety and well-being of our community Loyola Marymount University requires that all students, faculty and staff are vaccinated or have been approved for a qualifying medical or religious exemption.
$64,480.00 - $71,600.00 Salary commensurate with education and experience.