College of Art + Design Dean's Office Coordinator

Louisiana State University

2d • Onsite

About The Position

This position serves as Office Coordinator in the College of Art + Design Dean's Office and reports to the Executive Assistant to the Dean. The office is looking for a candidate to ensure efficiency and accuracy in meeting the needs of students, faculty and staff of the College. This position is the primary point of contact at the College's front desk, acts as a liaison for internal and external communications, helps coordinate events and handles all student employment matters. The position also serves as the building coordinator and is the lead for inventory tied to the Dean's Office.

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

• Customer Service (20%): Responsible for customer service as the initial contact to public in the College of Art & Design Dean’s office and over the phone. Ensures coverage of the main office area and helps to coordinate activities at the front desk. Operates word processing software for daily office operations. Refers students to counselors, faculty advisers, or associate dean. Receives the incoming mail and sends out for distribution to the units and helps with outgoing mail when requested. Maintains stocked inventory of all general office supply. Use of Workday for ordering inventory. Ensures office equipment is working properly or helps with repairs.
• Student Employment (20%): Determines the number of student workers needed for the dean’s office including the Design Shop, Fabrication Laboratory, Dean’s Office, Pixel Lab, the Recruitment Office, and the Galleries using Workday. Coordinates day-to-day activities of student workers assigned to the Dean’s Office. Trains student workers on office policies, procedures, and telephone etiquette. Monitors student award balances for Work Study and President’s Aide students. Terminates student workers in Workday when they leave the university, graduate, or are reassigned. Works closely with the Assistant Dean of Administration and Finance to ensure compliance with Workday and HR regulations for student workers.
• Office Support (15%): Coordinates scheduling of the Atrium and Oak Terrace in Julian T. White. Schedules classrooms for use by faculty, staff and students for semester long course or single event needs. Assigns building access to COAD students and faculty each semester through CCure or similar program. Issues room keys for evening or weekend events. Distributes relevant information and announcements to various teams via email broadcast. Works closely with dean’s office staff and administration to ensure that there is a satisfactory completion of all work duties.
• Building Coordinator (15%): Serves as Building Coordinator for Julian T. White. Acts as liaison between the Office of Facility Services and the department offices and is the primary contact person for facility problems and reporting the problems to Facility Services.
• Property Management (15%): Inventory and property identification for dean’s office. Distributes and collects departmental inventory reports. Verifies existence and location of all inventory assigned to the Dean’s Office in the annual report. Submits reports to the Office of Property Control. Assists Office of Property Control personnel in locating all new items purchased by the college and tagging items with university inventory tag numbers.
• Other (15%): Assists the Executive Assistant to the Dean in helping to coordinate College events and serves as back up to calendar’s used by the dean and main office. Other duties as needed.

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
• Number of Employees: 5,001-10,000 employees