Business Office Coordinator

Louisiana State University

7d • Onsite

About The Position

This professional position supports approximately 45 academic and research faculty, 20 research staff, and 130 graduate students in the Department of Chemistry. This position is the primary point of contact at the department’s front desk, acts as a liaison for internal and external communications, helps coordinate events and handles all student employment matters.

Requirements

• Bachelor's degree
• LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply— a degree is not required as long as the candidate meets the required years of experience specified in the job description.

Responsibilities

• ADMINISTRATIVE SUPPORT Greets and assists visitors by answering inquiries, giving instructions or referring them to other staff members.
• Manages and directs all telephone calls.
• Maintains employee and departmental directories and assigns/updates departmental mailboxes.
• Distributes information to departmental groups via email listserv.
• Coordinates key requests with Facility Services for faculty, students and staff requesting keys to Choppin Hall, the Chemistry and Materials Building and Williams Hall.
• Manages conference room reservations for Choppin Hall and the Chemistry and Materials Building.
• Ensures mailroom and conference rooms are accessible during business hours and well-maintained.
• Provides guidance and support in the effective use of departmental office equipment, including copiers and fax machines.
• Coordinates the procurement of supplies necessary for the operation of copiers, fax machines, and related office equipment, ensuring consistent availability and functionality.
• Assigns, monitors, and maintains approximately 200 departmental copier user accounts, ensuring accurate record-keeping and proper access.
• Maintains a comprehensive inventory of user accounts and prepares monthly usage reports.
• Serves as the primary liaison with equipment vendors for repair and service requests and performs routine in-house maintenance and troubleshooting to maximize equipment reliability and efficiency.
• OFFICE SUPPORT Manages all incoming and outgoing departmental mail, including coordinating bulk mailings in accordance with LSU procedures.
• Posts departmental announcements and seminar notices and oversees student errands.
• Schedules and trains student office workers to assist with a variety of administrative tasks.
• Maintains office supply inventory and procures supplies as needed to support faculty and staff.
• Composes, edits, and reproduces documents for faculty upon request, ensuring accuracy and adherence to LSU standards.
• Updates departmental employee and graduate student photo board
• STUDENT EMPLOYMENT Processes undergraduate and graduate student personnel actions in the Workday HCM, including hiring, job and compensation changes, additional jobs, onboarding and terminations, Maintains a financial database for student employment funding and reconciliation at the end of each semester.
• Provides support to students during onboarding and addresses employment and payroll-related inquiries.
• Monitors and manages timekeeping for undergraduate student employees to ensure accurate payroll processing and compliance with LSU regulations.
• EVENTS & COMMUNICATIONS SUPPORT Serves as the primary point of contact for departmental events and internal communications.
• Responsibilities include coordinating departmental events and working closely with the college SciComm team on all communications needs, including but not limited to event promotion, newsletters, announcements, and research-related news and updates.
• Additional duties include managing internal departmental communications, managing departmental social media, routine departmental website maintenance, and coordinating with the SciComm team on all external communications and marketing activities, in alignment with university standards.
• OTHER Assists in the overall functions of the Business Office through cross-training and support of other positions and other duties assigned by the Assistant to the Chair.

Benefits

• LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level