Job Description

Position Information



Position Title
Administrative Coordinator 4


Position Number
028879


Salary Range
$25,896 - $50,877


Position Type
Classified Staff


Department Information



Ending Effective Date of Temporary Employment



Department
Petroleum Engineering Technology and Safety Management


Job Duties



Responsibility / Duty
Serves as confidential assistant to the Department Heads and departmental faculty for both the Department of PetroleumEngineering Technology and Safety Management and the Department of Applied Sciences.
Assists Department Heads in coordinating class offerings and is responsible for securing room Assignments. Responsible forinputting (editing) the Schedule of Classes (course offerings) each semester for both of the Departments in the Banner system. Initiatespaperwork for all classroom assignment changes.
Direct supervisor to 1-2 graduate assistants and 1 student worker. Responsible for developing work schedules, jobassignments, reviewing completed work, and assists Department Heads in job evaluations.
Advises Department Heads on the need for revisions in policies and procedures, initiates actions when appropriate andcompletes necessary paperwork, including custom and routine reports.
Coordinates advising within the departments by assigning each student to Department Faculty Advisors. Assist faculty inensuring that student degree plans are updated each semester. Provides \xe2\x80\x9cpre-evaluation\xe2\x80\x9d of transcripts for transfer students. Assignsdepartmental minors to faculty advisors. Prepares and updates advising material for facilitating faculty advising. Prepare \xe2\x80\x9cdegree
audits\xe2\x80\x9d; on all potential graduates in preparation for Graduate Day to be reviewed by Department Heads and advisors.
Preparation of documents for all catalog and curriculum changes. Reconciles these changes with each of the departments\xe2\x80\x99degree plans.
Serves as a liaison on behalf of the Department Heads in relation to current and potential students, various universitydepartments (e.g., Financial Aid, Controllers, Admissions, Information Technology, Institutional Research, and the Bookstore), andsponsoring organizations.
Requests, reviews, organizes, and updates files on exams, course syllabi, course handouts, forms, announcements, facultyvita, faculty rosters, correspondence, and other documents. Responsible for keeping faculty records, exams, and other materialconfidential and secure at all times. Initiates actions to resolve issues such as incomplete documents or discrepancies.
Monitors and disburses funds from operating budgets as directed by Department Heads. Coordinates funding transfers asdirected.
Solely responsible for \xe2\x80\x9cLa Carte\xe2\x80\x9d Purchasing Card. Performs appropriate budgetary purchasing for office supplies,equipment, and faculty. Responsible for electronic requisitioning of supplies, equipment, subscriptions, memberships, etc. in variousuniversity systems.
Maintains budgetary deposits and withdrawals for all Nicholls Foundations Accounts belonging to each department.
Maintains budgetary deposits and withdrawals for all other specialized student organization and/or miscellaneous departmentalaccounts.
Plan for meetings, agenda and minutes for both the Applied Sciences Department and the PETSM Department, and allAdvisory Board meetings. Maintains property inventory control in accordance with rules, regulations, policies and procedures.
Organizing information and preparation of program reviews, including reports, research, and data entry. Collecting and organizinginformation for Annual Plans and Program Reviews.
Monitors and prioritizes mail, screen calls, greets visitors, answers questions regarding office policies and services, replies toinquiries regarding programs in both departments
Prepares all forms pertinent to recruiting, hiring, and processing potential and/or new faculty members. Arranges itinerariessuch as airfare, hotel, and schedules for interviewees.
Initiates action on requests or matters not requiring the Department Heads\xe2\x80\x99 direct attention. Independently executesprocessing of paperwork requiring the signature of the department heads.
Monitors and submits web pages to appropriate faculty.
Prepares and submits travel and reimbursement requests, including the filing of expense statements conforming to the statetravel regulations.
Assists with fund raisers including mail-outs, arrangements, accepting and depositing registration fees, and serving as contactwith participants. Assists all faculty advisors and students for student organizations Assist student organizations with meetings.
Regularly updates the Applied Sciences and PETSM V Drive files.


Percentage Of Time
70




Responsibility / Duty
Students
Assists faculty with advising and registering students in classes, resolves\xe2\x80\x99 schedule conflicts. Registers all graduating seniors\xe2\x80\x99 schedules.
Ensures accuracy and confidentiality of students\xe2\x80\x99 grades, class schedule, and personal information.
Assists students on a daily basis (e.g., walk-ins, email, and phone calls). Refers appropriate cases to faculty and schedules faculty-student appointments.
Assists potential students visiting the departments during campus tours.


Percentage Of Time
20




Responsibility / Duty
Other
Performs administrative functions and services deemed necessary by the Dean and both Department Heads.
Uses a computer and appropriate software for letters, correspondence, reports, and accounts daily. Uses scanner, copier, printer, and fax machine as needed.
Responsible for maintaining equipment in good working order. Submits work orders and initiates service calls for maintenance work, job completion surveys.
Assists in training newly hired coordinators as needed and directed by the Dean and Department Heads.
Accepts and delivers campus messages and mail to faculty and students.
Reserves classrooms for faculty and student organizations for presentations, meetings, etc.
Creates and disburses \xe2\x80\x9cinformation packets"; with helpful information for new departmental faculty. Performs any and all other duties assigned.


Percentage Of Time
10


Posting Detail Information



Minimum Experience Required
MINIMUM QUALIFICATIONS:
Three years of experience in which clerical work was a major duty.

SUBSTITUTIONS:
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.

Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.

College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.

NOTE:
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.

NOTE:
Any college hours or degree must be from an accredited college or university.


Minimum Education Required



Minimum Licenses Required



Other Minimum Requirements

Applicants must have an active 8500- OSE (Office Support Exam) score by the time the posting closes in order to be considered for the position unless exempted by Civil Service rules or policy. Applicants claiming testing exemption must contact Jennifer Prejean in Human Resources by the closing date via phone 985-493-2679 or email Jennifer.Prejean@nicholls.edu
For more information on Civil Service testing, please follow the link below:
https://jobs.civilservice.louisiana.gov/TestInformation/TestingInformation.aspx

Applicants claiming education as the substitution for work experience ONLY must have their official college transcripts delivered to the Human Resources Department at Nicholls State University or emailed to Jennifer.Prejean@nicholls.edu prior to the job closing date.
Applicants must complete the application online along with an electronic signature and date.


****Resumes will not substitute for the application. If the Employment section is not completed on the application, it will disqualified. Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.


Test(s) Required

Applicants must have an active 8500- OSE (Office Support Exam) score by the time the posting closes in order to be considered for the position unless exempted by Civil Service rules or policy. Applicants claiming testing exemption must contact Jennifer Prejean in Human Resources by the closing date via phone 985-493-2679 or email Jennifer.Prejean@nicholls.edu
For more information on Civil Service testing, please follow the link below:
https://jobs.civilservice.louisiana.gov/TestInformation/TestingInformation.aspx

Applicants claiming education as the substitution for work experience ONLY must have their official college transcripts delivered to the Human Resources Department at Nicholls State University or emailed to Jennifer.Prejean@nicholls.edu prior to the job closing date.
Applicants must complete the application online along with an electronic signature and date.


****Resumes will not substitute for the application. If the Employment section is not completed on the application, it will disqualified. Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.




Preferred Education



Preferred Experience



Preferred Licenses



Other Preferred Requirements



Physical Demands



Employment Year
Fiscal Year


If Grant Period or Specified Period selected, please specify begin date



If Grant Period or Specified Period selected, please specify end date



Employment Basis
Full-time


Proposed Ending Date (for faculty and grant funded positions)



Posting Date
04/14/2023


Closing Date
04/30/2023


Special Instructions to Applicants

Applicants must have an active 8500- OSE (Office Support Exam) score by the time the posting closes in order to be considered for the position unless exempted by Civil Service rules or policy. Applicants claiming testing exemption must contact Jennifer Prejean in Human Resources by the closing date via phone 985-493-2679 or email Jennifer.Prejean@nicholls.edu
For more information on Civil Service testing, please follow the link below:
https://jobs.civilservice.louisiana.gov/TestInformation/TestingInformation.aspx

Applicants claiming education as the substitution for work experience ONLY must have their official college transcripts delivered to the Human Resources Department at Nicholls State University or emailed to Jennifer.Prejean@nicholls.edu prior to the job closing date.
Applicants must complete the application online along with an electronic signature and date.


****Resumes will not substitute for the application. If the Employment section is not completed on the application, it will disqualified. Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.