Administrative Coordinator - Counseling

Responsibilities

Under general supervision, this position will assist with advising and providing financial aid and scholarship information to prospective and currently enrolled students and their families. Provide information and refer students to university resources that can assist in meeting their needs or resolving their inquiries.

• Provide superior quality customer service to all callers and visitors to the office.
• Advise students of the types of financial aid programs available and the application process.
• Assist students in completing forms.
• Advise students on required documentation.
• Screen counselor calls by resolving as many questions as possible and refer calls as needed to other office staff.
• Explain university and office policies and procedures.
• Participate in cross‑training to answer admissions questions.
• Provide information and refer students to university resources that can assist them in meeting their needs or solving their problems.
• Make appointments for students and parents who need to speak with a member of the counseling staff.
• Schedule and log walk‑in appointments.
• Assist with outreach activities related to recruitment, retention, and post‑graduation financial‑aid issues.
• Coordinate, develop, and maintain the department’s social media accounts, including posting new messages, monitoring responses, and coordinating direct‑message responses.
• Coordinate and monitor messages from the university’s chatbot communication software.
• Provide appropriate responses for chatbot questions that yield an unacceptable response.
• Coordinate text‑messaging during campaign outreach.
• Support the unit with call campaigns to incoming freshman or current student populations.
• Assist in receipt and opening of documents received by the Financial Aid Office.
• Review all incoming documents for completeness and signatures (e.g., tax returns, verification documents, award letters, promissory notes).
• Track documents and return incomplete documents to the sender.
• Route returned mail.
• Log (complete or incomplete) documents in Banner.
• Scan and index documents in the document imaging system – Etrieve.
• Enter tax documents in Etrieve as needed for verification.
• File documents once scanned.
• Provide support to the unit in file‑purging during the annual process.
• Assist in providing mentorship and training to work‑study students.
• Support student recruitment and retention efforts of LMU’s undergraduate and graduate student populations.
• Perform other duties as assigned or requested.

• High school diploma or equivalent.
• Minimum two years of experience performing administrative or secretarial duties to support a department, school, college, program or unit.
• Knowledge of the federal TitleIV programs, the State of California grants and scholarships, and general financial‑aid policies and procedures.
• Proficiency in modern office methods and practices: filing systems; telephone and email etiquette; business forms, letter and report writing; proofreading; office equipment.
• Ability to assess, navigate and research student records on Banner and Etrieve and other federally related websites and portals.
• Ability to advise on financial‑aid policies and procedures.
• Ability to collect and analyze data.
• Ability to handle confidential financial‑aid files.
• Perform office work of average difficulty, including independent judgement, accuracy, speed, and clear reporting.
• Exemplary written and oral communication skills.
• Excellent customer‑service skills.
• Basic knowledge of office machines, word processing, spreadsheets, email and databases (Word, Excel, PowerPoint).

• Exhibit behavior that supports the mission, vision, and values of the university.
• Communicate and employ interpersonal actions that model professionalism, responsibility, accountability, and ethical conduct.
• Demonstrate a commitment to outstanding customer service.

Staff Regular Salary range: $23.51 – $29.38 per hour. Salary commensurate with education and experience.

Note that this position may not be eligible for visa sponsorship now or in the future.

Loyola Marymount University is an equal employment opportunity employer. The University prohibits unlawful discrimination on the basis of race, religious creed, color, national origin, ancestry, disability, family and medical leave, marital status, sex, gender identity, age 40 or over, military or veteran status, sexual orientation, genetic information, or any other basis protected by federal, state, or local law. The University does not discriminate on any of these bases in the administration of its policies, scholarship or loan programs, athletics, or employment practices.

For more information, consult the University’s Statement of Non‑Discrimination policy or contact titleix.