Support Coordinator - Finance

Louisiana Community and Technical College System • Lake Charles, LA

10d • Onsite

About The Position

This position serves as the Property Control Manager, coordinating annual asset inventory reviews and ensuring proper tagging of assets upon arrival. The role involves monitoring property transfers, maintaining an asset database, and coordinating surplus transfers. The Support Coordinator will also maintain thorough knowledge of the Finance division's operations and the Vice Chancellor for Finance's (VCF) priorities. Key responsibilities include scheduling appointments, managing the VCF's calendar, making travel arrangements, and coordinating commitments made by the VCF. The role requires determining the importance of matters, prioritizing actions, and handling confidential and time-sensitive materials. Additionally, the position involves coordinating meetings, preparing agendas, recording minutes, and maintaining permanent records for VCF's meetings. The Support Coordinator will assist HR with interview scheduling and onboarding tasks, maintain confidentiality of employee and applicant records, and provide clerical support for HR forms, requisitions, and reports. Communication via telephone, fax, email, and personal contact is essential, as is screening visitors and calls for the HR department. Basic finance-related documentation assistance for the Business Office is also required. The role includes preparing routine and complex correspondence, editing materials for accuracy, and assisting with research and preparation of audit documents. Maintaining and updating division files, managing Adobe Sign processes, and assisting with project planning and tracking for Finance and HR teams are also part of the duties. The Support Coordinator will support departmental initiatives, track and order office supplies, and may record minutes for confidential meetings. Maintaining the Finance department webpage and web-portal sites, receiving and delivering institutional mail, and assisting Finance divisions with policy review and drafting updated policies are also key functions. The role performs other duties as required.

Requirements

• Associate's degree
• Three years experience as an administrative assistant or related function in higher education, Human Resources, or Finance or combination of all.
• Ability to plan and accomplish goals with a wide degree of creativity and latitude.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks with attention to detail.
• Ability to work as a team on projects.
• Proficiency in the use of standard office equipment and networked personal computers.
• Proficiency in or ability to become proficient in a variety of software, including but not limited to Office 365 apps and Adobe Sign.
• Skilled at communicating clearly and effectively, both orally and written, at all levels.
• Ability to perform basic mathematical computations needed to complete job tasks.
• Skilled at planning, organizing, and prioritizing job duties to meet deadlines.
• Maintaining interpersonal professional working relationships at all levels – students, peers, and Executives.

Nice To Haves

• Bachelor's degree
• Capital Asset tracking

Responsibilities

• Serves as Property Control Manager to coordinate annual asset inventory review for the college as well as tagging assets appropriately upon arrival to the college.
• Monitors transfers of moveable property and maintains asset database to properly record asset location.
• Coordinates processes for surplus transfer to Louisiana Property Assistance Agency.
• Maintains thorough knowledge of the division, operational structure, and Vice Chancellor for Finance’s (VCF) scope of responsibilities, priorities, and commitments.
• Schedules appointments/meetings for the VCF’s Office making changes as necessary; maintains a calendar of activities and confirms engagements, makes travel arrangements, and requests travel reimbursements.
• Notes and coordinates commitments made by the VCF and arranges for implementation.
• Determines the importance of matters at hand and prioritizes and takes appropriate action.
• Handles a wide variety of situations and conflicts involving the clerical administrative functions of the division of Finance.
• Responsible for confidential and time sensitive materials.
• Coordinates meetings and prepares agendas for VCF’s meetings, research and monitors pending issues for follow-up, develops agendas for future meetings, records and transcribes minutes, and maintains permanent records.
• Assist HR to coordinate scheduling of interviews and assist with onboarding tasks.
• Maintain confidentiality of employee and applicant records.
• Provide clerical assistance with HR forms, requisitions, and reports.
• Assists using all methods of communication: telephone, fax, email and/or personal contact.
• Screens visitors and telephone calls to the HR department, assisting or referring the calls as appropriate.
• Assist Business Office with basic finance-related documentation.
• Prepares routine correspondence including letters, memoranda, and reports; may compose and type correspondence involving complex and non-routine matters; edits a variety of correspondence, materials and reports for completeness, accuracy and adherence to agency standards for division lead signature.
• Assists in researching and preparing audit documents; may coordinate audit-related tasks.
• Maintains and updates division files.
• Assist with management of Adobe Sign processes for approvals and signatures.
• Assist with project planning, coordination, and tracking for Finance and HR teams.
• Support the implementation of departmental initiatives, ensuring timely completion of deliverables.
• Tracks and orders office supplies for Business Office and HR.
• May assist with matters of a confidential nature, attending and recording minutes at meetings regarding confidential matters.
• Maintains the Finance department webpage and web-portal sites.
• Receives and delivers institutional mail daily to mail room and offices within Business Office and HR accordingly.
• Assist Finance divisions with the review of policies to ensure their alignment with both LCTC and State policies.
• Draft updated policies for review and implementation by division heads.
• Performs other duties as required.

Benefits

• retirement
• multiple medical insurance options
• supplemental insurances (dental, term life, disability, accident, vision, etc.)
• Tax Saver Flexible Benefits Plan (saves tax dollars on some child care and medical expenses)
• holidays (14 per year, typically includes longer break at Christmas)
• generous annual (vacation) and sick leave benefits
• Employee Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree