Administrative Coordinator 3

Louisiana State University

2d • $28,642 - $49,067 • Onsite

About The Position

This position performs a wide variety of clerical duties that require independent judgment to accomplish in support of staff members and/or operations of an organizational unit or program. Duties expand in scope and complexity, developing into departmental-program duties. The role involves performing responsible, initial departmental-program duties in accordance with rules, regulations, and policies, which may involve communication with other departments and customers. It also includes processing routine paperwork and/or entering data into a department log or database in the servicing of a customer. The position may develop procedures and guidelines related to the imaging of documents, maintain a log of imaged files, and potentially serve as a lead worker over other imaging positions. Additionally, it involves preparing requisitions for the purchase of supplies, which may include entering information into an automated system, and compiling information from various sources to prepare specialized reports, formatting them according to department standards. The role may also serve as a clerical assistant to a manager, including keeping appointment schedules, preparing travel, issuing directives on their behalf, and relieving the manager of administrative matters. Furthermore, it may involve performing duties related to traditional administrative functions such as property control, purchasing, and safety, in addition to other clerical duties. The position is responsible for administrative support, assisting statewide extension specialists with travel arrangements, expense reports, and planning for events and publications. Other duties include record keeping, requisitions, purchase orders, supply management, processing mail, and managing a multi-line communication system. A significant portion of the role involves travel planning and event coordination, including making travel arrangements, preparing and submitting travel authorizations, and processing expense reports for faculty and staff. It also entails coordinating various events, trainings, meetings, and award trips, as well as maintaining budgets and reconciling all expenses for events.

Requirements

• Two years of experience in administrative services.
• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training.
• Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
• Using Data: The ability to use relevant and valid data to inform a recommendation for action.
• Accepting Direction - The ability to accept and follow directions from those higher in the chain of command.
• Communicating Effectively - The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Demonstrating Accountability - The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Focusing on Customers - The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
• Following Policies and Procedures - The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.

Nice To Haves

• May supervise 1-2 lower-level personnel.
• Competencies: Accepting Direction, Demonstrating Accountability, Following Policies and Procedures, Managing Resources, Thinking Critically

Responsibilities

• Performs responsible, initial departmental-program duties in accordance with rules, regulations, and policies.
• May involve communication with other departments, customers, etc.
• Processes routine paperwork and/or enters data into a department log or database in the servicing of a customer.
• Develops procedures and guidelines related to the imaging of documents; maintains a log of imaged files; may serve as leadworker over other imaging positions.
• Prepares requisitions for the purchase of supplies; may involve entering information into an automated system.
• Compiles information from various sources and prepares specialized reports; formats reports according to department standards.
• Serves as clerical assistant to a manager, which could include keeping appointment schedule, preparing travel, issuing directives to others on their behalf, and relieving the manager of administrative matters.
• May begin performing duties related to traditional administrative functions, such as property control, purchasing, and safety, in addition to other clerical duties as noted above.
• Performs related duties as assigned.
• Work with statewide extension specialists assisting with travel arrangements, expense reports, and planning for events and publications.
• Record keeping, requisitions, purchase orders, supply management processing mail, and managing multi-line communication system, etc.
• Make travel arrangements, prepare and submit travel authorizations, and process expense reports for faculty and staff.
• Coordinate various events, trainings, meetings, and award trips.
• Maintain budget and reconciliation of all expenses for events.

Benefits

• retirement
• multiple medical insurance options
• supplemental insurances (dental, life, long-term disability, accident, vision, long-term care, etc.)
• Tax Saver Flexible Benefits Plan (saves tax dollars on some childcare and medical expenses)
• university holidays (14 per year)
• generous annual (vacation) and sick leave benefits
• Employee Assistance Program
• possible educational leave and tuition exemption for coursework at campuses of the LSU System.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed