Administrative Assistant 4

State of Louisiana•Grambling, LA

14h•Onsite

About The Position

Grambling State University is seeking an Administrative Assistant 4 to provide general office management and clerical support to the School of Nursing. This position is essential for departmental efficiency, which includes communication with all stakeholders and working within all systems as required by the university.

Requirements

Three years of experience in administrative services.
Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

Nice To Haves

Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.
Acting Decisively: The ability to make timely, confident decisions using sound reason.
Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change.
Demonstrating Initiative: The ability to assess situations independently and take proactive steps to address them without being prompted or instructed by others.
Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others.
Learning Actively: The ability to pursue learning, seek feedback, and integrate new knowledge to improve personal and professional performance.
Leveraging Technology: The ability to use digital tools, systems, and emerging technologies to improve efficiency and effectiveness.
Managing Time: The ability to prioritize tasks, meet deadlines, and allocate time to ensure timely completion of work goals.

Responsibilities

Serve as a primary point of contact for students, parents, faculty, staff, vendors, and campus partners by providing information and directing inquiries.
Handle departmental communications, including phone calls, email correspondence, mail distribution, and document delivery.
Prepare and process personnel, contract, and other employment-related documents for faculty and staff.
Maintain accurate personnel, departmental, and compliance records, including licenses, certifications, and required documentation.
Coordinate faculty, clinical facility, and contractor agreements by preparing documents, obtaining approvals, and tracking them through completion.
Manage employee timesheets, leave records, and related payroll documentation.
Schedule meetings, appointments, and other departmental activities, adjusting schedules as needed.
Process purchasing and payment requests for supplies, equipment, memberships, insurance, and other departmental needs.
Coordinate travel arrangements and prepare travel authorizations, reimbursements, and expense reports.
Support daily departmental operations by responding to requests, prioritizing tasks, and assisting leadership with administrative needs.