Assistant To The Executive Director

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Job Posting Title:

Assistant To The Executive Director

   

Position Type:

Professional / Unclassified

   

Department:

LSUAM ORED - Office of Sea Grant (Julie Ann Lively (00006405))

   

Work Location:

0237 Sea Grant Building

   

Pay Grade:

Professional

   

Job Description:

This position is the main point of contact for the Office of the Director and the confidential assistant to the Executive Director.  The Assistant to the Executive Director will communicate with others outside and inside the organization, will manage the Director's calendar, and will complete complex administrative tasks including schedule and manage logistics around meetings, events, workshops, and conferences.

Job Responsibilities:

Serves the Executive Director’s office as requested in coordinating operations of the Louisiana Sea Grant College Program. Responsible for all office correspondence as assigned by the Executive Director. Serves as the primary contact with Louisiana Sea Grant's stakeholders across Louisiana and the region including receptionist duties, greets the public, and refers them to appropriate department areas. (35%)

Manages all aspects of the Executive Director's travel, appointments, and correspondences. Maintains the calendar for the LSG Executive Director and reservations of conference rooms and vehicles. Keeps abreast of policies and procedures that impact LSG and disseminates information to the appropriate contacts and LSG employees. Cooperate with LASG Associate Executive Director and Director of Marine Extension to assist in the administration of the extension program. Schedule and coordinate logistics around meetings, events, workshops, and conferences including quarterly marine extension meetings, annual advisory meetings, federal site review, and special workshops and conferences hosted by Louisiana Sea Grant across the state and region. (30%)

Serves as Student Employment Partner, processing student worker appointments and managing student payroll, onboarding, and HR inquiries through the on-campus Workday system. Trains 2-4 student workers assigned to reception area. Serves as timekeeper for LSG. (15%)

Serves as Building Coordinator.  Goes to all meetings for building coordinators, in charge of keys to the building and to the offices, and in charge of reporting all concerns from other Sea Grant employees to the LSU FAMIS system for facility services assistance.  Serves as contact for Sea Grant vehicles making sure accurate records of forms related to driving a state vehicle are maintained, scheduling maintenance on the vehicles when needed, and keeping track of the scheduling of the vehicles. Assists with annual inventory tracking. (10%)

Final approval for all LSG travel. Serves as departmental contact for all guest travel and reimbursements. Makes travel arrangements for the Executive Director and visitors to Sea Grant and routes travel paperwork. Makes sure that all travel complies with university procedures. Works closely with an accountant to make sure all paperwork is done promptly and account numbers are correct. Other duties as assigned. (10%)

Minimum Qualifications:

Bachelor's Degree and some professional experience. A valid driver's license is required.

LSU is committed to creating an inclusive space where our employees feel valued for their skills and uniqueness. If a candidate does not meet the minimum qualifications as listed, but has significant experience within the major job responsibilities, we welcome their application.

Physical Demands:

Physical ability and eye-hand coordination necessary to use a computer terminal, copier, telephone, and other standard office equipment; ability to sit in the same position for extended periods (5.5+ hours a day) at a time using continuous hand motions when using a calculator or entering data into the computer system.

Additional Information:

Must meet the University's minimum qualifications to operate a motor vehicle while conducting LSU business. Due to the nature of the position and/or position responsibilities this position shall be subject to drug/alcohol testing in accordance with University Policy Statement 67. A valid Driver's License is required.

   

Additional Job Description:

Special Instructions:<