Administrative Program Specialist Job Ruston area,Louisiana USA,Administrative/Clerical

Position: ADMINISTRATIVE PROGRAM SPECIALIST-A

Join our team of exceptional faculty and staff!

Louisiana Tech University is currently accepting applications for the position of Administrative Program Specialist-A.

Louisiana Tech University is committed to fostering a diverse and inclusive workforce where students, faculty, and staff learn and work in an environment of openness and acceptance. We strive to create a culture where people of all backgrounds, identities, and perspectives feel respected, valued, and welcome.

This is an exciting opportunity to become part of the Forest Products Innovation Center, a leader in forestry education, research, and innovation. The Center features four chemistry and analytical laboratories, an engineered wood products laboratory, and a wood products testing laboratory. These facilities support the advancement of innovative wood‑based applications, with a focus on enhancing education and promoting the sustainability of forests and forest‑related industries.

The Administrative Program Specialist A serves as the primary administrative support professional for the Director of the Forest Products Innovation Center. This position coordinates and manages a variety of administrative functions, including budget and fiscal operations (billing, accounts payable, accounts receivable, and purchasing), contracts and grants, personnel support, inventory control, mail operations, facility coordination, and vehicle management.

An ideal candidate should possess the following competencies:

Driving Results: The ability to set and pursue goals, maintain focus amid competing demands, and deliver results.
Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.
Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.

Required experience and education:

Three years of experience in administrative services; OR
Six years of full‑time work experience in any field; OR
A bachelor's degree.
Experience substitution:
Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full‑time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties

Serve as the primary point of contact and information resource for FPIC operations.

Coordinate and track personnel actions, including appointments, overloads, professional service contracts, and travel authorizations.

Manage incoming and outgoing communications, including mail, phone calls, and correspondence.

Draft, edit, and prepare memoranda and other communications.

Coordinate meetings and conferences.

Perform and oversee administrative support functions, including purchasing supplies, equipment, and services.

Administer the Concord electronic contract management system for FPIC agreements.

Draft and edit contract documents, secure necessary approvals, and process new contracts and amendments.

Assist external partners with system access and usage.

Maintain organized records of all contracts and agreements.

Manage invoicing and accounts receivable for industry‑sponsored research.

Verify and process invoices, prepare accounting entries for the Comptroller's Office, and assist with fiscal year‑end reporting.

Monitor outstanding accounts and coordinate collections as needed.

Support preparation of bid specifications and related contractual documents.

Coordinate hiring and onboarding of student workers and graduate research assistants funded through contracts and grants.

Enter employment data in Workday and maintain payroll records.

Provide orientation for student employees.

Maintain property inventory records and databases of active research projects.

Track and report on licensed vehicles associated with FPIC.

Maintain proficiency in office software, including Microsoft Word, Excel, and Adobe applications, as well as other tools necessary for administrative support.…