Administrative Coordinator

Overview

Northwestern State University is currently accepting applications for an Administrative Coordinator 3. The Administrative Coordinator 3 serves as the confidential administrative support to the Director and as the office manager for the unit, providing advanced clerical and operational support to professional staff and supervision of student employees. This position ensures the efficient day-to-day office operations by maintaining administrative systems, supporting compliance with state and federal regulations and grant requirements, and coordinating essential office functions.

Through this work, the Administrative Coordinator 3 directly supports the department's mission to serve first-generation, low-income students and students with disabilities by ensuring the administrative infrastructure necessary for program delivery, accountability, and student success.

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Following Policies and Procedures
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  The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.

• Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Displaying Expertise: The ability to demonstrate specialized knowledge, skills, and experience to apply subject-matter expertise in diverse and evolving contexts.
• Using Data: The ability to collect, analyze, and use data to generate insights and inform decisions.

Two 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. The official job specifications for this role, as defined by the State Civil Service, can be found here
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• Maintains the department's records system, including filing and retrieving documents, researching files, and related tasks.
• Collects and prepares for processing time and attendance sheets for the department.
• Prepares requisitions for the purchase of supplies; prepares budget revisions, as needed; receives, stores, and distributes supplies; maintains inventory.
• Monitors expenditures and ensures adherence to budgetary commitments in accordance with established policies.
• Serves as a clerical assistant to the director, which may include keeping an appointment schedule, preparing travel, issuing directives to others on their behalf, and relieving the director of administrative matters.
• Serves as office manager for the assigned work unit.
• Prepares materials needed for meetings, such as agendas, handouts, binders, etc., and attends meetings and transcribes minutes.
• May type contracts, secure appropriate signatures, and track contracts through the approval process.
• May deliver and pick up various materials.
• Maintain files and mailing lists for project students, including removing students no longer using services and adding new students to replace them, so that a consistent percentage is maintained to meet federal requirements for the grant.

Appointment Type: Probational

Location: Natchitoches, LA

Work Schedule: M-F (7:00 am - 4:30 pm, or 7:30 am - 5:00 pm) Full-time position. 12 months.

No Civil Service test is required in order to be considered for this vacancy.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

* Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes…