Administrative Coordinator 3

Nicholls State University•Thibodaux, LA

41d

About The Position

Serves as confidential administrative coordinator for the Department Head of Biological Sciences Serves as the administrative coordinator for the all faculty, adjunct instructors and TAs in Biological Sciences. Serves as initial contact for all visitors and incoming telephone calls to the Department of Biological Sciences. Effective screening and routing of phone calls which includes determining and evaluating the urgency of the matter in question and whether to handle them personally or refer them to the appropriate person on campus requires excellent communication skills. Has authority to sign for department head in his/her absences on matters not needing direct attention. Answer questions regarding office policies, procedures, and services on a daily basis. Types departmental correspondence from department head to individuals, community agencies, professional organizations, College faculty, staff and students regarding administrative matters, reports, forms and other documents with minimal supervision. Helps faculty with exams, copying & scanning, shredding, and mail outs. Request desk copies of textbooks for departmental faculty from book publishers as needed. Maintains, organizes, and updates all office files and reference material, including those kept on computer, as that they can be accessed by department head and faculty. Activate and maintain student files. Interpret institutional academic regulations, policies and procedures for office, staff, external academic and administrative personnel, students and public. Responsible for preparation, tracking, receiving and distributing of all purchases of supplies and equipment made on both requisitions and on the University P-card including specialized scientific equipment and lab specimens, following all university and state purchasing policies and procedures, for all operating and grant accounts within the department independently and without direction. Compile budget reports for all electronic requisitions of supplies and equipment. Track and maintain all department budgets. Enter all approvals on behalf of the Department Head and Grant Coordinators independently and without direction. Assists faculty to complete a thorough inventory of all department equipment on an annual basis. Prepares paperwork for transfers or surplus of equipment. Generates R2's for adjunct faculty and faculty overloads each semester. Generates R1's for new faculty. Reviews and prioritizes mail; initiates action on requests or matters not requiring the department head's direct attention. Complies schedule of classes each semester for the department. Assigns classrooms for each course and enters class schedules into the Banner system. Registers students each semester and assists in resolving scheduling conflicts. Responsible for making all changes to course information such as room changes, adding extra classes when needed, instructor changes, and canceling classes. Updates Biological Sciences' student advisor records in Banner and Navigate. Makes sure all office equipment, faculty/staff computers and printers are in working order and inputs tickets for repairs as needed. Runs department errands on and off campus. Ensures that Biological Sciences Department office suite is kept clean and organized. Shreds confidential material and tests and keeps secure at all times. Consults with the department head, all program coordinators and faculty to assure smooth operation of the department. Perform any duties as assigned to ensure that all matters are handled properly and in a timely manner according to Nicholls State University policies and procedures.

Requirements

Two years of experience in administrative services.
Applicants must complete the application in its entirety with an electronic signature and date.
Resumes will not be accepted as a substitute for the application.
If education and employment history are not completed, the application will be disqualified.
Please include any current and previous employment at Nicholls State University.
Applicants claiming education as a substitution for work experience must have their Official College Transcripts delivered to the Human Resources Department at [email protected] or emailed directly to [email protected] prior to the job closing date.

Responsibilities

Serves as confidential administrative coordinator for the Department Head of Biological Sciences
Serves as the administrative coordinator for the all faculty, adjunct instructors and TAs in Biological Sciences.
Serves as initial contact for all visitors and incoming telephone calls to the Department of Biological Sciences.
Has authority to sign for department head in his/her absences on matters not needing direct attention.
Answer questions regarding office policies, procedures, and services on a daily basis.
Types departmental correspondence from department head to individuals, community agencies, professional organizations, College faculty, staff and students regarding administrative matters, reports, forms and other documents with minimal supervision.
Helps faculty with exams, copying & scanning, shredding, and mail outs.
Request desk copies of textbooks for departmental faculty from book publishers as needed.
Maintains, organizes, and updates all office files and reference material, including those kept on computer, as that they can be accessed by department head and faculty.
Activate and maintain student files.
Interpret institutional academic regulations, policies and procedures for office, staff, external academic and administrative personnel, students and public.
Responsible for preparation, tracking, receiving and distributing of all purchases of supplies and equipment made on both requisitions and on the University P-card including specialized scientific equipment and lab specimens, following all university and state purchasing policies and procedures, for all operating and grant accounts within the department independently and without direction.
Compile budget reports for all electronic requisitions of supplies and equipment.
Track and maintain all department budgets.
Enter all approvals on behalf of the Department Head and Grant Coordinators independently and without direction.
Assists faculty to complete a thorough inventory of all department equipment on an annual basis.
Prepares paperwork for transfers or surplus of equipment.
Generates R2's for adjunct faculty and faculty overloads each semester.
Generates R1's for new faculty.
Reviews and prioritizes mail; initiates action on requests or matters not requiring the department head's direct attention.
Complies schedule of classes each semester for the department.
Assigns classrooms for each course and enters class schedules into the Banner system.
Registers students each semester and assists in resolving scheduling conflicts.
Responsible for making all changes to course information such as room changes, adding extra classes when needed, instructor changes, and canceling classes.
Updates Biological Sciences' student advisor records in Banner and Navigate.
Makes sure all office equipment, faculty/staff computers and printers are in working order and inputs tickets for repairs as needed.
Runs department errands on and off campus.
Ensures that Biological Sciences Department office suite is kept clean and organized.
Shreds confidential material and tests and keeps secure at all times.
Consults with the department head, all program coordinators and faculty to assure smooth operation of the department.
Perform any duties as assigned to ensure that all matters are handled properly and in a timely manner according to Nicholls State University policies and procedures.