Support Coordinator - Finance

Finance • Lake Charles, LA

8d • Onsite

About The Position

This position serves multiple critical functions within the Finance and Human Resources departments of SOWELA. The Support Coordinator will act as the Property Control Manager, overseeing the college's asset inventory, tagging, and database maintenance. They will also provide comprehensive administrative support to the Vice Chancellor for Finance (VCF), including scheduling, calendar management, travel arrangements, and coordinating commitments. Additionally, this role will assist HR with interview scheduling and onboarding, maintain confidentiality of sensitive records, and provide clerical support for HR forms and requisitions. The Support Coordinator will also support the Business Office with finance-related documentation, manage communications, prepare correspondence and reports, assist with audit preparation, maintain division files, manage Adobe Sign processes, and support project planning and departmental initiatives. The role also involves tracking and ordering office supplies, managing confidential matters, maintaining the Finance department webpage, handling institutional mail, and assisting with policy review and drafting.

Requirements

• Associate's degree
• Three years of experience as an administrative assistant or related function in higher education, Human Resources, or Finance, or a combination thereof.
• Ability to plan and accomplish goals with a wide degree of creativity and latitude.
• Strong organizational skills reflecting 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 experience

Responsibilities

• Serve as Property Control Manager, coordinating annual asset inventory review and tagging of new assets.
• Monitor transfers of moveable property and maintain the asset database.
• Coordinate processes for surplus property transfer to the Louisiana Property Assistance Agency.
• Maintain knowledge of the division, operational structure, and Vice Chancellor for Finance’s (VCF) scope of responsibilities, priorities, and commitments.
• Schedule appointments/meetings for the VCF’s Office, manage their calendar, confirm engagements, make travel arrangements, and process travel reimbursements.
• Note and coordinate commitments made by the VCF and arrange for their implementation.
• Determine the importance of matters and prioritize/take appropriate action.
• Handle a variety of situations and conflicts related to the clerical administrative functions of the Finance division, managing confidential and time-sensitive materials.
• Coordinate VCF meetings, prepare agendas, research and monitor pending issues, develop future agendas, record and transcribe minutes, and maintain permanent records.
• Assist HR in coordinating interview scheduling and onboarding tasks.
• Maintain confidentiality of employee and applicant records.
• Provide clerical assistance with HR forms, requisitions, and reports.
• Utilize all methods of communication: telephone, fax, email, and personal contact.
• Screen visitors and telephone calls to the HR department, assisting or referring as appropriate.
• Assist the Business Office with basic finance-related documentation.
• Prepare routine correspondence, including letters, memoranda, and reports; may compose and type complex correspondence; edit correspondence, materials, and reports for completeness, accuracy, and adherence to agency standards.
• Assist in researching and preparing audit documents; may coordinate audit-related tasks.
• Maintain and update division files.
• Assist with the 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.
• Track and order office supplies for the Business Office and HR.
• May assist with confidential matters, attending and recording minutes at meetings regarding confidential matters.
• Maintain the Finance department webpage and web-portal sites.
• Receive and deliver institutional mail daily to the mail room and offices within Business Office and HR.
• Assist Finance divisions with the review of policies to ensure alignment with LCTC and State policies; draft updated policies for review and implementation.
• Perform 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