Program Coordinator for Graduate Programs in Theological Studies

Under general supervision, the Program Coordinator provides administrative and operational support for the Graduate Programs in Theological Studies. Working closely with the Graduate Program Director, this position assists with daily program activities, student support, recruitment, events, and recordkeeping processes.

Position Specific Accountabilities

Assist with the day-to-day coordination of the graduate program, following the direction and priorities set by the Graduate Program Director.

• Identify and help resolve routine issues to ensure smooth program operations.

• Build and maintain relationships with campus partners who support our students and program.

• Serve as primary department liaison between all off-campus vendors.

• Serve as a primary point of contact for visitors to the Program, including students and off-campus guests.  Answer general questions and refer visitors to appropriate faculty or resources as necessary.

• Maintain working knowledge of technology and equipment used by Program and faculty, upgrading skills and knowledge as necessary.

• Support program events in collaboration with student and faculty organizers.

Coordinate and support marketing and recruiting efforts for the theological studies graduate programs under the direction of the Graduate Program Director.

• Collaborate with Marketing and Communications department to oversee the production of advertisements, announcements, and recruiting publications.

• Develop and maintain program website and social media accounts;

• Provide coordination and on-site support for recruiting events both on campus and in the local community;

• Maintain contacts with community partners and track recruiting efforts;

• Respond to prospective student inquires and follow-up with prospective students contacts;

• Provide general advising and support for prospective students during the application process;

• Coordinate program review of admissions files;

• Provide support for admitted students regarding scholarships, and make the appropriate referrals to university and community resources.

Support the graduate director in managing the program budget.

• Assist the Graduate Director regarding decisions of budget allocation and spending and determining feasibility of purchases and programming;

• Maintain up-to-date knowledge of university fiscal policies and procedures; interpret and apply fiscal policies to ensure program compliance.

• Track, monitor, and maintain files relating to program expenses,

• Maintain accurate records and create/submit all necessary paperwork related to program operations, including expense reports, invoices, reimbursements, and reclassifications through the university’s automated invoice and expense platform.

Assist the Grad Director to prepare student financial aid awards

• Track and manage student scholarship applications and supporting documentation;

• Prepare student award letters;

• Coordinate with campus partners to ensure timely distribution of funds.

Assist the graduate director to provide ongoing support to graduate students as part of LMU’s commitment to the education of the whole person

• Serve as a consistent on-campus contact for current and prospective graduate students.

• Coordinate logistics for graduate student orientation, international student orientation, and graduation events;

• Provide support for graduate student programming and events;

• Request emergency financial aid and connect students to additional university resources;

• Advise enrolled students regarding financial aid processes and student accounts;

• Provide necessary referrals to student services and other university departments.

Maintain records and support mandated assessment and reporting requirements

• Maintain accurate student and alumni records in accordance with university policies. Interpret and apply policies to ensure program compliance.

• Prepare and provide requested data and reports to the University and to accrediting agencies.

• Coordinate and support ongoing assessment of graduate theology programs following university requirements. Collect and compile data, prepare reports, and coordinate with both department faculty and with the LMU Office of Assessment.

Other duties relevant to the administration of the graduate programs as needed.

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 Master’s degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

• Minimum 2 years of experience in an academic program or administrative support role, preferably in higher education..

• Strong skills in building and maintaining collegial working relationships with faculty, staff, and community members outside the University.   

• Exemplary communication skills (both written and oral) as evidenced.

• Demonstrated knowledge of current ‘best practices’ for recruiting.

• Highly developed organizational and analytic skills.

• Detail-oriented, adaptable, and able to work collaboratively with faculty, staff, and students.

• Demonstrated familiarity with computer platforms and software (Microsoft Word, Excel, and PowerPoint). Willingness to learn and use Workday, Slate, website editor and other technology the field requires.

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.

#HERC# #HEJ#

Staff Regular

Salary range

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

Please note that this position is not eligible for visa sponsorship now or in the future.

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.)