English Department - Coordinator - Office Support

Louisiana State University•Goodwell, OK

2d•Onsite

About The Position

The Department of English at LSU seeks a Coordinator - Office Support for the departmental front office. This position acts as the central person who manages the flow of all front-office daily operations for the department. This position requires a person that has the knowledge to perform a variety of duties including management of front office operations and student workers and provide support to faculty and students for scheduling, advising, independent study. The Department of English comprises 92 faculty positions (15 professors, 15 associates professors, 8 assistant professors and 46 Instructors), 5 office staff positions, 102 graduate assistants, 2-5 student workers, and we teach about 300 sections and 5,000 students per semester). The total English budget approaches 7 million. As one of the University's “Foundations of Excellence,” the department has markedly increased its efforts to hire top-flight faculty, and it has expanded the number and range of faculty research grants (from the LSU Office of Research, local arts organizations, the LSU Board of Regents, state government, and national agencies).

Requirements

Bachelor's degree
One year related experience
Administrative Support
Communication
Customer Service
Data Entry
Detail-Oriented
Microsoft Office
Task Organization
Time Management
Valid U.S. work authorization at the time of hire and maintain that valid work authorization throughout employment.

Nice To Haves

Omni
Social Media
Workday
Outlook
Moodle
University requirements for ADA compliance for webpages

Responsibilities

Responsible for all front office operations, using experience, independent judgment, and initiative to organize daily operations.
Maintains orderly appearance and function of the front office.
Evaluates office operations and devises ways to improve efficiency.
Directs the sorting and distribution of incoming and outgoing mail and packages for faculty and staff of almost 200.
Maintains mailroom and issues mail slots to faculty.
Responds to written and verbal inquiries regarding the operations of the English department or other departments on the LSU campus.
Create and distribute memos and documents, e.g. advisors’ schedules, tutor lists, grade appeal procedures, grade appeals committee members’ schedules.
Handle confidential documents (e.g. exams, faculty evaluations, performance reviews).
Maintain accurate list of individual emails and various distribution lists, according to function.
Distribute office/building keys, keep a database that tracks who has what key.
Distribute supplies, keep a database that tracks supply use.
Trains and supervises 2-5 student office assistants.
Sets schedules and assignments.
Develops student office assistant manual to use in training student assistants.
Posts class and office-hour cancellation notices if instructed to do so by faculty.
Makes long distance calls for faculty.
Copy exams for faculty and set up a system to make sure they are stored in a secure location for for pickup.
Issues and sets up copy codes to run departmental copier/scanner/printer for almost 200 faculty and staff according to course and work load.
Provides scheduling for seminar rooms and opens rooms prior to class time.
Reserves classrooms with the Registrar’s office for faculty meetings.
Schedules publisher’s book fairs and announces events to the faculty in accordance with the English department’s Book Fair Policy.
Assists in coordinating English department campus events such as Career Day and English Major’s Day.
Answers students’ questions regarding English requirements and office policy.
Refers to departmental advisors when necessary.
Provides forms and/or instructions for grade appeals, transfer of credits, and tutorial programs.
Answers general questions regarding registration, class availability, add/drop dates, and exam dates.
Update the English Department webpage and social media sites on a DAILY and WEEKLY basis for items such as new events, features – news about successful graduate, etc.
Post articles or links as needed, make corrections or additions as needed.
Be familiar with Omni, Social Media, Workday, Outlook and Moodle.
Be familiar with university requirements for ADA compliance for webpages.
Create and distribute electronic surveys and ballots as needed.
Work with the Accountant 2 to purchase office supplies and other items as needed.
Coordinate with faculty to insure that all travel reimbursement forms are prepared accurately before turning in to the Accountant 2 as needed during peak periods or end of fiscal year.
Perform other duties as needed and assigned by supervisor and/or chair and directors in the administrative office.