Administrative Assistant

Administrative Assistant 3

Northwestern State University of Louisiana is currently seeking qualified applicants for the position of Administrative Assistant 3 for the School of Education. The Level 3 Administrative Assistant plays a vital support role within the NSU School of Education, part of the Gallaspy College of Education and Human Development. Known for its dedication to empowering educators and fostering academic excellence, the School of Education is seeking a detail-oriented, service-minded professional to provide administrative support.

Key responsibilities include assisting the Director, managing contracts for adjunct faculty and school personnel, coordinating travel and processing payments, tracking budgets, maintaining the master course schedule, and contributing to daily operations and special events. If you're passionate about supporting students and faculty while ensuring smooth administrative procedures, this is your opportunity to make a meaningful impact at an institution that values collaboration, innovation, and student success.

An ideal candidate should possess the following competencies:

• Accepting Direction:
  The ability to be open and willing to follow guidance or instructions.
• Communicating Effectively:
  The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Demonstrating Accountability:
  The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Thinking Critically:
  The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.
• Acting with Ethics and Integrity:
  The ability to make choices that reflect ethical standards, integrity, and honesty, regardless of circumstances or personal benefit.

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.

Job Duties:

• Provide basic and advanced clerical assistance to assigned personnel, including the Office of Clinical Practice and Partnership
• Prepare contracts for all adjunct faculty, cooperating teachers, university supervisors, school personnel, and professional service contracts for full-time faculty
• Track assignments and budgeting for all adjunct, course steward, and overload contracts
• Maintain the master schedule for the School of Education each semester
• Maintain records and communicate with Business Affairs regarding lab fees for courses each semester
• Facilitate all time-keeping documentation for faculty/staff/GAs/student workers in the School of Education
• Maintain files for all full-time and adjunct faculty regarding annual trainings
• Manage appointments and calendar for the Director of the School of Education; assist the director with travel and leave forms
• Work with the Alumni president and committee for the selection of the Hall of Distinguished Educators each summer and the collection of memorabilia during homecoming festivities
• Prepare and process travel for field experiences, payment for residents, mentors, and other school personnel
• Maintain keys; order supplies; submit maintenance requests for the SOE
• Take minutes during the School of Education faculty meetings
• Process daily mail and distribute to units within TEC
• Coordinate sign-in sheets and time sheets for student workers and graduate assistants
• Check for submission of office hours, syllabi, goals, FAR, etc., from faculty
• Assist with the collection and storage of submitted Faculty Activity Report documentation and Promotion/Tenure virtual binders
• Facilitate the federal background check system
• Assist in setup, preparation, and cleanup for Homecoming receptions, graduation receptions, annual award ceremonies, etc.
• Assist in training new administrative assistants, student workers, and graduate students
• Assist the Director of the School of Education with preparation for accreditation initiatives, grants, and other special projects
• Maintain and process files and budget items for assigned Endowed Professorships and other…