Job Description
Under general supervision create and maintain a professional office environment while supporting the overall success of the LMU Children’s center through enrollment management, facilities management, accounting, reporting, financial functions, customer service and community relations that will promote efficiency and support the daily operations for all services offered through the LMU Children’s Center. Serve as the primary liaison for the Children’s Center to the Staff and Families.
Position Specific Responsibilities/Accountabilities
1. Provide skilled administrative support to the department. Prepare confidential and non-confidential letters, memoranda, e-mail, and other documents. Handle highly sensitive and/or urgent information with diplomacy; maintain surroundings in a clean and professional manner. Support front desk operations as needed.
2. Assist in the following: accreditation, licensing, calendar development, parent and staff communications, and edit and proofread documents such as the Newsletter, General Assessments, etc.
3. Facilitate the processing of tuition fees ensuring timely deposit, appropriate receipts, and tracking of parent accounts. Perform monthly reconciliation of tuition and other payments between LineLeader and Workday. Monitor past-due balances and follow proper collection procedures.
4. Monitor spending, reconcile expenses for all accounts, and produce quarterly financial reports for the Children’s Center Director. Produce quarterly profit and loss statements. Maintain P-Card credit card applications and reconcile with online charges and monthly statements of the Children’s Center. Properly code/charge and approve all invoices for submitting to the Controller’s Office to either be paid by check or charged to a P-Card. Resolve invoice and payment problems. Process and record payments (cash, check, debit, etc.). Analyze accounts and make adjustments as necessary.
5. Negotiate, finalize, and maintain contracts and agreements including payment plans for the Children’s Center with vendors, equipment maintenance companies, parents and other service providers. Serve as the primary liaison with the Controller’s Office.
6. Hire, supervise, train, and coordinate schedules of work-study students. Process student work awards in coordination with financial aid and Student Employment Services. Review student timecards for accuracy and approve; track weekly/semester/yearly accumulations of student hours and compare/contrast with student worker budget allocations. Bring discrepancies to the attention of the Director and Associate Director.
7. At the direction of the Associate Director, assist with the management of the enrollment process (including processing application, making enrollment calls, and managing the waitlist).
8. Assist Director and Associate Director with other special projects, which could include research related to the Children’s Center operations, programming, compliance, and other activities.
9. Provide fundraising support to the Director through communication, campaigns, and other fundraising activities (including fundraising event coordination).
10. Perform other duties as assigned or requested such as covering in the classrooms on an ongoing basis.
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 regulation/policy changes.
• Minimum 3 years general office experience with emphasis on customer service and direct responsibility for problem solving or facilitating customer inquiries. Some general accounting or accounts payable/receivable experience.
• Manage multiple conflicting priorities. Communicate information in a way that encourages response to questions clients, customers, and the general public. Interpret a variety of instructions provided both orally and in written form.
• Ability to analyze, manage, multi-task, motivate, plan, organize and execute day- to-day operations; work under constant deadlines and maintain a rigorous and detail-oriented approach to each task; ability to assess, prioritize and delegate the flow of work on a daily basis; ability to write and edit memos, minutes, and other documents accurately and efficiently.
• Strong mathematical skills to calculate financial data and provide error-free reports.
• Knowledge of Microsoft Office software required. Demonstrated extensive working knowledge of Excel.
• Ability to use sound judgment, analyze disparate information, evaluate complex and ambiguous situations and recommend solutions.
• Excellent interpersonal, written and verbal communication skills to competently assist staff and parents. Exceptional organizational skills.
• Highly developed organizational skills to effectively maintain large quantities of financial information in paper files, databases and online systems.
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. Occasionally 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.
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Salary range
$61,800.00 - $77,300.00 Salary commensurate with education and experience.Please note that this position may not be 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.)