Operations Coordinator - History

Louisiana State University•Goodwell, OK

12d•Onsite

About The Position

The Department of History at Louisiana State University is searching for an Operations Coordinator. This person will manage the administrative office to ensure efficiency and accuracy in meeting the needs of students, faculty and staff for the department. This position assists the department chair in matters pertaining to the department’s programs, coordinates most administrative activities, relieves the chair of routine administrative matters and makes independent decisions regarding business matters affecting the department. Will serve as the Cost Center Manager of History. Responsible for balancing the $2.9 million departmental budget accounts, general accounting, coordinating procurement, and managing operation and coordination of departmental business process. Also this person will be the primary liaison between the Department and HR, the LSU Foundation, Bursar, and Graduate School.

Requirements

Bachelor's Degree.
Relevant experience in key job responsibilities.
This position has access to/directly handles cash.
Financial history/credit check required per FASOP HR-04.
Valid U.S. work authorization at the time of hire and maintain that valid work authorization throughout employment.

Nice To Haves

Prior work experience at LSU
Experience with LSU Campus Policies and Procedures
Supervision of staff
Knowledge of accounting and budgeting processes

Responsibilities

Manage the administrative office to ensure efficiency and accuracy in meeting the needs of students, faculty and staff.
Serve as administrative assistant to the Department Chair, the Director of Graduate Studies, and chairs of all standing or ad hoc committees.
Maintain databases, generate reports, and ensure integrity of information in administrative files.
Ensure program compliance with Federal and State regulations and accreditation standards of SACS.
Compose contracts, correspondences on administrative decisions, verify applicant credentials, and interpret laws, rules, regulations, policies and procedures, and serve as departmental contact for outside entities.
Process personnel forms as required by HRM and maintain all personnel records.
Confer with Director of Graduate Studies on assistantship appointments and assist graduate students in completing necessary paperwork and routing through proper channels for program progression.
Manage leave tracking for professional/classified staff and certify personnel forms for accuracy.
Maintain financial records for graduate students.
Process promotion in rank application materials for tenure track faculty.
Maintain spreadsheet for graduate assistant appointments in order to monitor compliance with applicable regulations.
Supervise Administrative Coordinator 3 and provide backup for staff duties as needed.
Approve purchasing requests in accordance with departmental need and availability of funding through LSU GeauxShop, LaCarte Program, or Procurement System.
Coordinate with chair for approval authority on all departmental purchase requisitions.
Provide training to new faculty, clerical or accounting personnel.
Assist faculty and staff with accounting problems and questions including how to interpret ledgers and how to appoint graduate students.
Enter scholarship awards for undergraduate and graduate students in SAE Mainframe.
Closely monitors all expenditure accounts: Department, Boyd, Foundation, Dual Enrollment, and Modern History Colloquium.
Oversee, process and reconcile all the department’s costs for main state account, foundation accounts, and various grants.
Develop and maintain various spreadsheets and specialized reports to organize data in a manner meaningful to the Chair and Dean of the College of Humanities and Social Sciences.
Reconcile ledgers each month for main department and grant accounts.
Track and resolve any discrepancies.
Track financial commitments from the College and maintain accurate record of travel funds available for faculty and graduate students.
Process invoices for payment and handle vendor inquiries or disputes.
Process budget adjustments, journal vouchers, internal transactions, departmental transactions and process payroll for classified and contingent personnel.
Additional duties as assigned.