<p>Position Information</p> <p>Position Title Administrative Coordinator 4 Position Number 028879 Salary Range $32,781.00 - $56,181.00 Hires at Minimum Rate Position Type Classified Staff</p> <p>Department Information</p> <p>Ending Effective Date of Temporary Employment Department Petroleum Engineering Technology and Safety Management</p> <p>Job Duties</p> <p>Responsibility / Duty</p> <p>Coordinates, oversees, and performs a variety of administrative, clerical, and program support activities on behalf of the heads of the Departments of Applied Sciences and of Petroleum Engineering Technology and Safety Management; assists full-time faculty (7-9), adjunct instructors, and student workers when available.</p> <p>Serves as primary point of operational and administrative contact for departments in internal and external contacts, including other university units, the college dean's office, other administrative assistants or coordinators, advisors and students.</p> <p>Represents supervisor and faculty through telephone and personal contacts; assesses urgency and importance of situations and takes appropriate action; ensures, in the supervisor absence, that requests for action and information are furnished in a timely manner; serves as liaison and contact person for departments by answering calls, emails, and other communications as appropriate.</p> <p>Ensures that other departmental personnel, including heads, faculty, and student workers, submits time sheets in timely fashion; maintains record of department head and faculty absences.</p> <p>Independently executes processing of paperwork requiring approval of heads.</p> <p>Coordinates and oversees day-to-day management of departments to include purchasing of supplies and equipment, maintenance, inventory management, budget maintenance, screening and handling telephone communications and emails, and dealing directly with administrative issues and inquiries.</p> <p>Compiles budget reports for electronic requisitions of supplies and equipment in the Banner System; independently tracks and maintains departmental operating budgets; coordinates funding transfers as requested by supervisor; responsible for "LA Carte" training and purchasing (if applicable); responsible for electronic requisitioning of supplies, subscriptions, memberships, etc. in Banner System; responsible for travel arrangements, reservations, and cars for the department heads and faculty; independently files travel requests with Controller's Office; files expense statements conforming to the state travel regulations; arranges attendance at conference and workshops in and out of state; maintains budgetary deposits & withdrawals for departmental account in the Nicholls Foundation.</p> <p>Responsible for computer entry pertinent to recruiting, hiring, and processing potential and new faculty members, as well as updating existing faculty profiles as necessary, by inputting and processing forms in PeopleAdmin; inputting and processing all contract requests (for hiring graduate assistants, adjuncts, intercession appointments, summer adjuncts, summer temporary appointments, restricted appointments, endowed professorships, promotions or demotions, salary increases or decreases, title changes, and status changes) in PeopleAdmin.</p> <p>Organizes, updates, and maintains the department files on course syllabi, course handouts, forms, correspondence, and personnel records.</p> <p>Reviews and prioritizes mail; initiates action on requests or matters not requiring the department head direct attention. Independently executes processing of paperwork requiring the signature of the department head.</p> <p>Authority to sign for department heads and faculty in their absence on matters not needing their direct attention as directed.</p> <p>Represents office by cordial greeting to visitors and students; works to resolve problems and helps students and other departments and advisors.</p> <p>Percentage Of Time 45 Responsibility / Duty</p> <p>Registers students in the Banner system; ensures accuracy of class schedule and security of personal information therein; assists advisors by ensuring student registration in courses required by their majors; ensures that students meet requirements for course eligibility by reviewing student transcripts and degree evaluations.</p> <p>Responsible for inputting departmental schedule of classes in Banner; ensures all classrooms meet the needs of the instructors such as having the right equipment such as computers, white boards, chalk boards, projectors and supplies requested by instructors; ensures sufficient classroom seats to accommodate number of students registered for each course; responsible for making any and all changes to course information such as room changes, adding extra classes when needed, instructor changes, and canceling classes as directed; responsible for notifying students of any changes by telephone and/or emails.</p> <p>Percentage Of Time 40 Responsibility / Duty</p> <p>Assists faculty with copying, scanning, shredding, and mail outs; organizes and files faculty course syllabi electronically every semester; independently verifies all departmental inventories; prepares paperwork for equipment transfer or surplusage; assists heads with catalog and curriculum changes; ensures all departmental employees attend the Quarterly Safety meetings; schedules meetings and maintains calendar for the departmental conference room; records minutes of departmental meetings.</p> <p>Percentage Of Time 10 Responsibility / Duty</p> <p>Transmits correspondence as directed; prepares work orders; request service for equipment when needed; troubleshoots for copier, test scanner, and other office equipment; shreds confidential materials and tests and keeps sensitive items secure at all times; accepts and delivers campus messages to faculty and students; performs other departmental duties as assigned by heads.</p> <p>Percentage Of Time 5</p> <p>Posting Detail Information</p> <p>Minimum Experience Required</p> <p>MINIMUM QUALIFICATIONS:</p> <p>Three years of experience in administrative services.</p> <p>EXPERIENCE SUBSTITUTION:</p> <p>Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.</p> <p>Minimum Education Required Minimum Licenses Required Other Minimum Requirements</p> <p>Applicants must complete the application in its entirety with an electronic signature and date.</p> <p>Resumes will not be accepted as a substitute for the application.</p> <p>If education and employment history are not completed, the application will be disqualified.</p> <p>Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.</p> <p>Applicants claiming education as a substitution for work experience must have their Official College Transcripts delivered to the Human Resources Department at hr@nicholls.edu or emailed directly to Jennifer.Prejean@nicholls.edu prior to the job closing date. Unofficial transcripts are NOT accepted.</p> <p>Test(s) Required</p> <p>No Test Required.</p> <p>Preferred Education Preferred Experience Preferred Licenses Other Preferred Requirements Physical Demands Employment Year Fiscal Year If Grant Period or Specified Period selected, please specify begin date If Grant Period or Specified Period selected, please specify end date Employment Basis Full-time Proposed Ending Date (for faculty and grant funded positions) Posting Date 05/22/2026 Closing Date 06/01/2026 Special Instructions to Applicants Quick Link for Postings <</p>