Location: Thibodaux,LA, USA
Position Information
Position Title Administrative Assistant 4 Position Number 028849 Salary Range $31,221.00 - $56,181.00 Hires at Minimum Rate Position Type Classified Staff
Department Information
Ending Effective Date of Temporary Employment Department College Of Education and Behavioral Sciences
Job Duties
Responsibility / Duty
Administrative Assistant 4 is responsible for the efficient operations of the Dean of the College of Education. The assistant serves as an Administrative Assistant to the Dean of the College of Education.
This person acts as confidential Administrative Assistant 4 to the dean. The assistant can work independently and exercise sound judgment when handling matters. The College of Education is multi-faceted, and the assistant must be familiar with all certification areas and non-master's alternate certification programs. The assistant performs duties independently in daily functions and makes limited administrative decisions. The assistant serves as a liaison between the dean and employees in the College of Education and between the College of Education and other departments. The assistant is the contact person handling correspondence and communications between the Academic Vice President's office and the college. Receives and opens correspondence for the dean both through the US mail and campus inter-office mail. Sorts and distributes incoming mail to college staff members and/or other university personnel. The assistant handles mail that does not require the dean's action and gathers/complies with information relating to incoming correspondence before forwarding it to the dean for his action. Ensures all documents requiring the dean's signature comply with university policies before delivering to the dean. Prepares and composes some correspondence and reports for the dean's signature. Designs and edits brochures, flyers, and forms on the computer for use within the College, edits correspondence and other documents as necessary, and assists Department Heads when necessary. Keeps dean informed of important university dates and deadlines and reschedules appointments when conflicts arise. Organizes and maintains dean's and college personnel and departmental files. Takes and transcribes minutes of meetings involving the dean and the college when necessary.
Percentage Of Time 60 Responsibility / Duty
The assistant is responsible for all updates and changes necessary to the College of Education website and contacts department heads and faculty for updates to individual and college-wide programs and information on the site. The assistant is responsible for the facsimile machine maintenance and handling incoming and outgoing faxes in the dean's office and college. Accountable for ensuring that affirmative action, equal opportunity, and diversity are integrallytied to all actions and decisions in areas of responsibility.
Percentage Of Time 20 Responsibility / Duty
Utilizes Banner to make all purchase requisitions, travel requests, etc. for the Dean, his accounts, and grants. The assistant maintains records of incoming/outgoing purchase requisitions, travel requests, printing requests, and other costs charged to the college budget and departmental documents. Utilize Banner to approve for the den all incoming/outgoing purchase requisitions, travel requests, and additional fees charged to the dean's office, college department, and grants. Assigns various tasks to student aides and reviews the work for accuracy and completeness. Coordinates and supervises the work schedule of two student workers and is responsible for requesting and assigning all student workers in the dean's office and for student workers' time sheets. The assistant is an informational person within the college notifying department heads, faculty, and staff by e-mail/correspondence or via telephone of upcoming events and deadlines. Organizes meetings as necessary to disseminate information to units within the college. Scheduling the use of the Dean's Conference room and responsible for reporting building problems to maintenance. Also, they utilize Banner to check room availability and usage for college meetings and classes when necessary. The assistant is responsible for keeping track of the inventory of the Dean's inventory account with tag numbers and equipment locations. The assistant ensures adequate procedures for protecting the security, confidentiality, and integrity of University records, including student records.
Percentage Of Time 20
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 complete the application in its entirety with an electronic signature and date.
Resumes will not be accepted as a substitute for the application.
If education and employment history are not completed, the application will be disqualified. Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.
Applicants claiming education as a substitution for work experience must have their Official College Transcripts delivered to the Human Resources Department at ...@nicholls.edu or emailed directly to ...@nicholls.edu prior to the job closing date. Unofficial transcripts are NOT accepted.
Test(s) Required
No Test Required. Supplemental Questions must be answered.
Preferred Education Preferred Experience Preferred Licenses Other Preferred Requirements
Multi-tasking capabilities
Capable of interacting with others positively and respectful
Must be proficient in Microsoft Excel
Must know how to input data, be able to generate graphs in a representation of data and generating reports
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 10/02/2024 Closing Date 10/13/2024 Special Instructions to Applicants Quick Link for Postings