Administrative Coordinator 4

Administrative Coordinator 4

Position Type : Classified

Department : LSUAM AD - Arch - Admin - Operations

Work Location : 0136 T.W. Atkinson Hall

Pay Grade : Classified Administrative

Job Description

Job Responsibilities :

Administrative Support (40%) - Supports the Director by managing appointments, composing routine correspondence and developing reports, surveys and charts for the university and other professional agencies; Prepares agendas and other material, and distributes in a timely manner. Manages the annual assessment process for the B Arch and M Arch programs, including; gathering of diverse data, creating faculty assessment spreadsheets, organizing student work, preparing webpages and final edits and upload of data. Coordinates the gathering of data for the preparation of annual accreditation report for NAAB. Maintains undergraduate and graduate files; Prepare advisor spreadsheet and advisee lists for faculty. Operates proficiency in Microsoft Office Adobe Acrobat, Workday, Qualtrics and data management. Supervises, trains and verifies accuracy of work of student workers performing reception duties, mailings and distribution of materials, etc. Serves as department liaison for the College of Art & Design Student Services department and assists with all College graduation ceremonies. Coordinate and process Trip Travel Insurance for studio field trips. Serves as backup for the Admin Prog Spec A in processing of personnel forms, purchasing and accounting functions. Assists in the planning and execution of school related events.

Academic Support (30%) - Provides information to callers and visitors, including prospective students, alumni and friends of the School, and members of committees and boards on which the director serves. Electronic communication with university personnel and use of university mainframe (i.e., Student Records, Admissions, etc.) is required to obtain necessary information. Management of course scheduling by assisting Director in conceptualizing scheduling schemes for different course formats, update student records using Mainframe & course information databases. Communication and coordination of efforts with other design disciplines within the College is required. Coordinates with department of Test and Evaluations for course evaluations of faculty by students and distributes course evaluation results. Processes selective admissions applications, grade reports, petition forms, graduate examination requests, and degree audit reports.

Undergraduate & Graduate Assistant (20%) - Assist Graduate and Undergraduate Coordinators in scheduling appointments and student registration on Workday. Prepares the review of prospective student material for admission into the School and mail admission letters. Coordinates Graduate Faculty Membership to the LSU Graduate School submits applications and renewal requests. Coordinates all Graduate School communications. Assist with undergraduate recruiting, including; giving tours and answering all inquiries regarding program to prospective students and families

Building Coordinator (10%) - Coordinates routine building and equipment maintenance, keys and security issues with Facility Services, Telecommunications, and other departments. Serve as contact with LSU Police in matters concerning building security. (Building is occupied nearly twenty-four hours daily during regular semesters by students). Maintains building directory. Orders necessary maintenance and repairs to building via FAMIS. Inspects spaces annually for repairs, equipment, etc. Maintains files for building inspection reports and fire marshal reports. Maintains school inventory of equipment and conducts annual inventory review. Attends quarterly meetings. Assists in maintaining office procedures and operations.

Civil Service Specifications :

Minimum Qualifications : Three years of experience in administrative services. EXPERIENCE SUBSTITUTION : Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

Additional Job Description

Competencies : Communicating Effectively - The ability to relay information correctly and appropriately to connect people and ideas, Displaying Expertise - The ability to exhibit specialized skills or knowledge gained from experience or training, Managing Resources - The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value, Using Data - The ability to use relevant and valid data to inform a recommendation for action

Special Instructions

The applicant performs administrative support functions in the College of Art and Design, School of Architecture and reports to the Administrative Program Specialist A and the school director. The responsibilities include, but are not limited to, general office management, electronic communication, word processing, spreadsheets and electronic surveys development, data base management, scheduling of appointments and support of academic functions (such as class scheduling, maintaining student records, faculty and student support). All duties require a high degree of confidentiality. Please submit cover letter, resume and minimum of three references through the LSU portal. You may contact Elizabeth Duffy at eduffy@lsu.edu if you have questions.