Description
Administrative Coordinator – Office for Mission
WORK SCHEDULE
This full-time, 12-month position is scheduled to work Monday Friday, from 7:30 a.m. – 3:30 p.m. Mission Department events or activities may require occasional work during the evening or on the weekend.
POSITION PURPOSE and SUMMARY
The Spiritual Exercises of St. Ignatius and Ignatian ways of proceeding in Jesuit education are the underpinnings of the Jesuit Catholic identity and Mission of Loyola High School. Through an array of offerings and opportunities, adults (Faculty, Staff, Members of the Board of Directors, Alumni, Current and Past Parents) in the Loyola High School community are invited to walk their own journey in the Spirit, reflect upon their experiences, and contemplate the impact of their influence in the lives of Loyola students, one another, and the world. The Vice President for Mission, the Director of the Office for Ignatian Formation and Adult Spirituality and a Campus Chaplain share an office and their work is interdependent, while at the same time having distinct responsibilities.
The Office Coordinator provides administrative support to the Vice President and the Director for the full functioning of the office and their respective responsibilities. Reporting to the Vice President for Mission the office coordinator will balance assisting both the Vice President and the Director for Ignatian Formation and Adult Spirituality in the ways they share the office space and the work.
ESSENTIAL DUTIES & RESPONSIBILITIES
The Office Coordinator’s primary function is to provide general administrative support and assistance to the Vice President for Mission and the Director of the Office for Ignatian Formation and Adult Spirituality and others who may be working on behalf of the Office.
- Maintain an atmosphere of gracious hospitality and daily presence in the office
- Welcome and greet visitors both in person and via phone/e-mail/Zoom. etc.
- Maintain a high level of confidentiality and professionalism
- Maintain an orderly office space
- Maintain office supplies, equipment, records and files
- Manage logistical considerations for programs and events
- Enters all Mission/Ignatian Formation/Adult Spirituality events in School Dude
- Procures food and supplies for department events
- Manages printing and other production efforts necessary for the department and events
- Runs errands related to the work when necessary
- Assist the Vice President for Mission with scheduling, supporting, and facilitating various aspects of (but not limited to) the following activities:
- Coordinate appointment schedules by planning and scheduling meetings conferences, and teleconferences;
- Assist in the planning and implementation of events or programs;
- Create worship aids for Masses that are prepared by the Office for Mission and upon request by other departments;
- Provide support for the Mission Council;
- Read, research, and route correspondences;
- Draft letters and documents as requested or when appropriate;
- Prepare reports and presentations as requested or when appropriate;
- Track expenses, maintain spreadsheet (Google Drive and Excel)
- Initiate communications with necessary staff/external partners;
- Manage travel planning including making necessary arrangements;
- Manage project completion processes as requested and when appropriate;
- Provide support at meetings as warranted – arranging for hospitality, taking minutes, making notes, sending follow-up communiques, etc.
- Assist the Director for Ignatian Formation and Adult Spirituality with scheduling, supporting, and facilitating various aspects of (but not limited to) the following activities:
- Individual and group opportunities for spiritual direction
- 19th Annotation of the Spiritual Exercises
- Design and compile annual Advent Book of Reflections
- Recruit leaders and schedule annual Advent and Lenten Examens
- Ongoing gatherings of adult members of the LHS community for prayer, and community building
- Monthly “Take 10 Tuesdays”
- Monthly Birthday celebrations
- Occasional TGIFs
- Affinity group retreats/gatherings
- Student Mission Leadership Council
- Days of reflection for faculty/ staff departments,formation and affinity groups
- Parent Association activities
- Annual Colleagues’ (Faculty/Staff) Retreat
- New initiatives
- Sacristan for Clougherty Chapel
- Maintaining the orderliness of the Chapel space
- Ordering/stocking supplies for liturgies, baptisms and other chapel events
- Liaison for Baptisms between the Jesuit Community, families, and St. Thomas Parish
- Mass Cards as requested by members of the Loyola High School Community
- Scheduling Presiders for Mass intentions
- Arrange for Clougherty Chapel piano tuning
- All other duties, as assigned by the Vice President and/or the Director.
CUSTOMER SERVICE & COMMUNICATION
Provide superior customer service and support through accompaniment, research, and prompt response to inquiries made by students, parents, faculty or other school administrators.
Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.
Requirements
EDUCATION, SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES AND DISPOSITIONS
Degree and 2+ years’ professional work experience, ideally in an academic environment; Previous ministry work is preferred but not required;
Highly organized and detail oriented professional with a strong sense of initiative, cultural awareness and sensitivity;
Must be capable of “holding down the office” while the Vice President and/or Director are out of the office with calming and assured presence;
Ability to be flexible and move fluidly between work projects and assignments; Ability to juggle multiple, competing priorities simultaneously;
Critical attention to detail;
Strong computer skills including MS Office Suite and G-Suite products, Adobe InDesign, Canva, etc. with a willingness, interest, and ability to learn new skills when necessary or requested;
Professional level writing skills sufficient for effective written communication;
Requires interaction with faculty, staff, members of the Board of Directors, students, parents, visitors, benefactors, the Provincial’s offices and the office of the Jesuit Schools Network – must be able to communicate helpfully with all;
Openness to Ignatian Spirituality and the Catholic underpinnings of the Mission of Loyola High School at a minimum. Experience and practice of Ignatian Spirituality and the Catholic underpinnings of the Mission of Loyola High School preferred.
This list of duties and responsibilities are considered essential functions but are not intended to be an exhaustive list of all duties to be performed. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently.
Loyola is an Equal Opportunity Employer.
Information/Application Contact
Loyola High School of Los Angeles (Los Angeles)
1901 Venice Blvd.
Los Angeles, CA 90006
drivera@loyolahs.edu