Data Coordinator and Administrative Assistant

About the position The Data Coordinator and Administrative Assistant plays a vital role in providing essential administrative, organizational, and clerical support to the Education Department at Mount Saint Mary's University. This position is based at the Doheny Campus in Downtown Los Angeles, with occasional opportunities for remote work. The successful candidate will be responsible for a variety of tasks that ensure the smooth operation of the department, including managing office supplies, processing financial requests, and serving as the first point of contact for students and faculty. In this role, the Data Coordinator will handle scheduling for advisor appointments, facilitate office maintenance, and assist in the onboarding process for new employees. The position also involves maintaining departmental records, updating the department's website, and coordinating events across various departments. The Data Coordinator will be tasked with compiling and verifying student data for compliance with educational standards and will play a key role in the graduate application review process. The ideal candidate will possess strong organizational skills, the ability to manage multiple projects simultaneously, and a commitment to supporting the educational mission of the university. This position requires a proactive approach to problem-solving and a dedication to fostering an inclusive and supportive environment for all students and staff.

Responsibilities

• Orders and monitors office supplies

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• Processes check requests/purchase orders

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• Responsible for department reception (welcoming students, answering phones and emails)

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• Schedules advisor appointments

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• Facilitates office and equipment maintenance and repair

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• Collects course syllabi from instructors each semester

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• Provides computer support for the department, typing documentation, data entry, and other computer-related tasks

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• Represents department at Committee of Staff (COSA) and Disaster and Emergency Response Team (DERT) meetings

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• Maintains records related to checking in/out technology, departmental resources, etc.

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• Any other administrative assistance as needed by departmental faculty, Dean, and Credential Analyst

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• Updates department website as requested by directors and dean

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• Coordinates onboarding for new employees

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• Reserves/schedules/coordinates department events using the MSMU portal, 25 Live

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• Performs initial reviews for all graduate applications to the Education Department and store all student files in a digital directory

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• Compiles a list of students each semester who meet Title II eligibility and which courses they are scheduled to take, including tuition costs

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• Verifies that students have enrolled and passed courses

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• Verifies they are currently still employed at their catholic school

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• Processes contracts for Induction mentors, coaches, and portfolio reviewers

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• Meets with financial aid, registrars, admissions as needed

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• Manages student employee hiring process (job posting on Handshake, communication and interviews)

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• Compiles data for all students in the Education Program as needed for the Annual Data Submission report to the CTC and prepare answers for Directors

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• Performs other job-related duties as assigned

Requirements

• Strong working knowledge of an office environment, policies and procedures

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• Good working knowledge of the English language

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• Strong working knowledge of computers and word-processing, spreadsheet and database software applications - specifically, MS Office (Word and Access), Excel, and Colleague

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• Project management skills

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• Strong organization and prioritization skills

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• Oral/written communication skills

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• Interpersonal skills

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• Basic mathematics skills

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• Efficient and accurate typing and filing

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• Ability to learn multiple software programs while working in an active office

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• Supervisory skills

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• High school diploma

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• AA/AS, Bachelor's degree preferred

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• College coursework in administrative science, computers and/or related subjects a plus

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• A minimum of one year of administrative or clerical experience, preferably in a college setting preferred

Nice-to-haves

Benefits

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