Coordinator -Travel/Purchasing - Hourly

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Job Posting Title:

Coordinator -Travel/Purchasing - Hourly

   

Position Type:

Professional / Unclassified

   

Department:

LSUAM Science - GG - Administration (Charlotte R Moore (00001682))

   

Work Location:

E0235C Howe Russell Kniffen East Geoscience Complex

   

Pay Grade:

Professional Hourly

   

Job Description:

The Geology and Geophysics department is an academic unit in the College of Science.  The department has 19 active faculty, 4 research staff, 5 office staff, 70 graduate students, and over 100 undergraduate students.  This position is a member of the business office and its primary focus of this position is serving the travel, procurement and LaCarte needs for the department.  This position will facilitate travel arrangements and expense reports, procurement for the department including small dollar purchases and purchase orders, and process LaCarte expense reports.  The secondary focus of the position focuses on marketing and student engagement strategies for the department and events management.

Duties include:
40% Travel Coordinator:  Responsible for all aspects of travel arrangement and reimbursement processing from restricted and unrestricted funds for department faculty, staff, students and postdoctoral researchers, events as well as visitors, interviewees, speakers, departmental conference and workshop participants, etc. Interprets University Travel policies including but not limited to PM-13 to apply knowledge in serving as subject matter expert on travel policies and LSU's online travel system. Books transportation, lodging, etc. and completes spend authorizations, expense reports, travel forms, etc. Responds to auditor requests, monitors Workday reports, generic departmental travel email for inquiries, attends trainings and meetings related to travel, etc.

25% LaCarte & Procurement Coordinator: Responsible for LaCarte management (PM-78) and processing expense reports for non-travel charge and procurement. Initiates and assists faculty, students, and staff with reconciling non-travel LaCarte expense reports, requisitions, and other procurement-related tasks. Monitor Workdays reports for credit card transactions, expense reports, and purchase orders. Creates requisitions, monitors/manages purchase orders for all goods and services, and creates receiving reports daily. Monitor workflow of transactions and communicate with Accounts Payable & Travel and Procurement daily to resolve issues delaying processing and payment. Handles monthly billing for recharge facilities.

20% Marketing & Student Engagement Coordinator:  Works collaboratively with Office of Communications & University Relations, Dean's Office Communications, LSU Foundation on joint initiatives. Serves as webmaster of the department homepage using the OmniUpdate/Fierce web content management system. Develops content, layout design, and distribution of the annual Alumni Magazine and quarterly departmental newsletter. Responsible for creating content and soliciting ideas for newsworthy stories about faculty, staff, students, alumni, donors, awards, etc. for use in digital, print and and social media (Facebook, Twitter, LinkedIn, etc.). Participates in university sponsored events as a representative of the department to promote geology and geophysics as a course of study and engage current/future students by coordinating departmental participation and interacting with the LSU community. Assist with recruitment programs for student career placement. Serves as liaison to connect students to resources, LSU Olinde Career Center, HandShake, etc.  Develop fliers, brochures, pamphlets, and promotional items to distribute to prospective students. Works with the department recruiting committee on student recruiting goals and strategies. Attends meetings and keeps up to date on department membership achievements. Events:  Plans and executes departmental participation in recruitment events, speaker series, conferences/trade shows, community outreach, etc. Coordinate and execute donor events. Serve as liaison and maintain connections with alumni, donors and industry to participate or host events, information sessions, panels, etc.
Manages alumni donor records in the TAILS alumni system. Takes photographs at events to produce marketing materials. Responsible for event logistics and administrative support which includes booking transportation, lodging, meals, refreshments, venues. Completes necessary AS forms