Undocumented Student Support Services Assistant

Los Angeles, CA
DACA Friendly
Loyola Marymount University

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Under direct supervision and well-established guidelines this position performs a variety of routine administrative/secretarial duties to support the Undocumented Student Support Services. Duties include data entry, filing and organizing, preparing monthly newsletters, organizing and setting up events, answering incoming calls, photocopying, making appointments, ordering supplies, reserving event locations, and ordering catering for events. Data management and analysis in Excel and other data management programs may also be necessary for this role.

Primary Responsibilities:

  • Provide in-person overall general office administrative services and clerical support. Answer incoming calls, welcome visitors, and provide basic information about the program. Provide support by distributing mail, composing and responding to limited business correspondence, photocopying, faxing, filing, copying and mailing. Manage USSS email account.
  • Perform administrative duties associated with scheduling and coordinating meetings and events. Schedule meetings. Attend meetings and take notes. Reserve event locations. With guidance will arrange and reserve services with caterers or vendors. Attend functions to ensure satisfactory outcome when necessary.
  • Under guidance will purchase office and instructional supplies as needed to manage inventory.
  • Liaison to university services (ITS, Facilities Management, Public Safety, OneCard). Submit requests. Troubleshoot problems/issues with university service services.
  • Under guidance, execute general bookkeeping duties using university budget systems (Workday). Upload receipts and enter expenditure notes for purchases and other transactions. Process expense reports and reimbursements for Director’s review and approval. Make program purchases within established guidelines from USSS Director.
  • Provide administrative support USSS students by purchasing materials, providing basic information about USSS program, reserving locations, and managing food orders for student events.
  • Supervise and mentor student employees and fellows. Assign work schedules and/or service hours, monitor duties, approve timecards, and process necessary administrative paperwork for students and Student Employment Office.
  • Manage and analyze program records and data using Excel and other data management programs. This may include creating and managing data collection forms in programs such as Qualtrics, Microsoft 365 Suite, and Google Forms.
  • Provide administrative support for various projects and events.
  • Represent DC and ARC within the campus community and serve on university committees as needed.
  • Perform other duties as assigned or requested to support overall program operations.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of LMU.  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 or equivalent. Bachelor’s Degree or equivalent is preferred. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to stay abreast of technological advances, fundraising principles, education regulations and policy changes.
  • Two years of related job experience.
  • Multicultural competency and experience providing non-academic support to diverse groups of students with special emphasis on immigrant and undocumented students.
  • Team player and demonstrated commitment to promoting equity and inclusion.
  • Demonstrated ability to interact effectively, productively and sensitively with students, faculty, staff and parents/family/guardians per the confidentiality standards and practices of the Family Educational Rights Privacy Act (FERPA) and other relevant policies and best practices.
  • Demonstrated experience with data management and analysis, preferably using Microsoft Excel, other data management programs, and cloud storage (e.g. Box, Google Drive).
  • Exemplary communication skills (both written and oral).
  • Demonstrated computer competency and proficiency in Microsoft Office (Excel, Word, PowerPoint), and online productivity software (e.g. Google Docs and Sheets).
  • Ability to multi-task, plan, organize and execute day-to-day operations; work under deadlines and maintain a detail-oriented approach to each task; ability to prioritize work-flow on a daily basis; ability to write internal communications and minutes.
  • Excellent organizational skills; exceptional personal initiative and attention to detail. Some leadership experience preferred.
  • Demonstrated knowledge in the areas of modern office practices and procedures; filing systems; telephone and business etiquette; proofreading; good grammar and spelling usage; letter and report writing; office equipment use and maintenance.
  • Understanding of the Loyola Marymount University mission and goals and the ability to articulate the mission and goals.

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.

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