Assistant to Director

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Job Posting Title:

Assistant to Director

   

Position Type:

Professional / Unclassified

   

Department:

LSUAM ORED - Louisiana Geological Survey (Clare Falcon (00071308))

   

Work Location:

3079 Energy, Coast, and Environment Building

   

Pay Grade:

Professional Hourly

   

Job Description:

This position is the main point of contact for the Louisiana Geological Survey and the confidential assistant to the Director.  The Assistant to the Director will communicate with others outside and inside the organization, will manage the Director's calendar, and will complete complex administrative tasks.

Job Responsibilities:

Administrative Duties - Serves as first point of contact for LGS to include greeting all visitors and answering main phone line and mail/correspondence distribution. Answers general inquiries concerning LGS functions, policies, and  procedures. Functions as administrative assistant for LGS Director. Schedules appointments for the LGS Director and staff, makes travel arrangements for conferences and meetings and assembles material as directed.  Assists employees with actions in the LSU computing system as needed for leave, travel, etc. Supports Director in completion of expense reports. (30%)

Purchasing - Prepares and submits all bids for contracts and requisitions for departmental supplies, equipment, furniture, etc. for LGS, maintains records on all purchases, delivery logs, and follows through on administrative details.  Creates receipts of all goods / services received as required by LSU regulations. Attends training sessions to keep up to date with state and university purchasing regulations. Provide University vendors with information as needed and assist them in enrolling in the LSU Vendor Database. (20%)

Personnel Administration - Facilitate the hiring process for both full-time and part-time employees by acting as the HR contact for LGS. Coordinate the paperwork associated with the hiring process as well as employee changes. Serves as Student Employment Partner, processing student worker appointments and managing student payroll, on-boarding, and HR inquiries through the on-campus Workday system. Serves as timekeeper for LGS. Ensure compliance for mandatory annual training. (15%)

Accounts Payable / Receivable - Process all reimbursement requests for departmental needs. Includes university check requests, reimbursements, special handling payment requests, and prepared vendor invoice requests. Process payments and deposits related to LGS publication purchases.

(10%)

Office Management -   Trains and supervises others on the operations of office equipment. Assigns and supervises student workers to assist the department's researchers.  Responsible for scheduling, maintenance and upkeep of department vehicles and mileage logs. Cataloging, upkeep, and sales of LGS publications.  Maintenance and upkeep of  equipment, equipment inventory, space inventory as required.  Maintains key records and key box. (20%)

Other duties as assigned. (5%)

Minimum Qualifications:

Bachelor's Degree; LSU is committed to creating an inclusive space where our employees feel valued for their skills and uniqueness. If you do not meet the minimum qualifications as listed but have significant experience within the major job responsibilities, we welcome your application.

Preferred Qualifications:

Bachelor's Degree and experience with Workday. Knowledge of LSU policies and procedures.

   

Additional Job Description:

Special Instructions:

Special Instructions:
Please provide cover letter, resume and three (3) professional references including name, title, phone number and e-mail address.

Please attach ALL required documents under the "Resume/CV" section of your application.

Due to the nature of the position and / or position responsibilities this position shall be subject to pre-employment screenings.

For questions or concerns about updating your application with attachments (e.g., resumes, RS:17 documents), date of birth, or reactivating applications, please contact the LSU Human Resources Management Office at 225-578-8200 or email HR@lsu.edu.
For questions or concerns regarding the status of your application or salary ranges, please contact Melissa Henderson at mesnau1@lsu.edu.

   

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