Business Office Coordinator Jobs

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Job Posting Title:

Position Type:

Department:

Work Location:

Pay Grade:

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The Coordinator is primarily responsible for all functions of the front desk and main administrative office. He or she interacts directly with the faculty providing administrative and technical support. He or she is the first contact for the department and should be familiar with the overall operation of the department in order to provide direction and assistance, including directing outside inquiries to other units.

Job Duties:

20% DEPARTMENT SUPPORT: Welcomes visitors by greeting them, answering inquiries, giving instructions or referring them to other staff members. Answers, screens, and directs all telephone calls. Maintains employee and department directory/phone list and assigns/updates departmental mailboxes. Distributes information to departmental groups via email listserv. Coordinates and organizes receptions for weekly departmental seminars. Acts as liaison between faculty, students, staff and Facility Services for keys to Choppin Hall, the Chemistry and Materials Building and Williams Hall. Manages reservations for conference rooms in Choppin Hall and the Chemistry and Materials Building. Ensures mailroom and conference rooms are unlocked in the morning and monitors these rooms for maintenance/cleanup. Assists with data retention, event planning, and parking reservations for visitors.

20% OFFICE SUPPORT: Sorts and distributes incoming and outgoing mail. Coordinates bulk mailing. Responsible for posting announcements, seminar notices and ensuring students run errands twice daily. Schedules office student workers as necessary, and trains them to help with office tasks. Tracks inventory of office supplies and purchases supplies for the office and as needed for faculty and staff. Composes, edits and reproduces assorted documents upon request for individual faculty.

20% TECHNICAL SUPPORT: Assists faculty and students in the use of office equipment. Requisitions the purchase of all supplies for the departmental copiers, fax machines and other office equipment. Responsible for assigning, monitoring and maintaining approximately 200 user accounts for the departmental copier machines. Maintains a detailed inventory of all user accounts. Initiates vendor contacts for repairs and is responsible for routine in house maintenance and troubleshooting on office equipment.

15% CHAIR SUPPORT: Acts as Chairpersons’ secretary, maintaining his/her daily calendar, as well as long range planning of meetings. Composes, types, edits and reproduces a variety of materials. Routes for proper signatures. Creates and maintains files for review and future reference. Designs and modifies forms, tables and reports for new and revised record keeping systems for interdepartmental use. Makes department-related inquiries, responds to various requests and circulates a variety of information to faculty, staff and graduate students via email. Assists with the department newsletter, communications and website updates/content.

15% ACCOUNTING/PURCHASING: Processes all punch-out supplier invoices, researches receipts/supplier invoice discrepancies, assists with LaCarte purchases greater than $1,000, assists with non-catalog procurement, updates/reviews the Aged Listing of Outstanding Encumbrances, assists with fiscal year end close-out as needed.

10% SPECIAL PROJECTS/OTHER: Assists in the overall functions of the Business Office through cross-training and support of other positions and other duties assigned by the direct supervisor. Assists with data collection for the Chair, Committees, and Recharge Facilities on special projects.

Minimum Qualifications:

Additional :

Special Instructions:

Posting Date:

Closing Date (Open Until Filled if No Date Specified):

Additional Position Information:

Background Check - An offer of employment is contingent on a satisfactory pre-employment background check.

Benefits - LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!

Remote Work - Positions approved to work remotely outside the State of Louisiana shall be employed through Louisiana State University’s partner, nextSource Workforce Solutions, for Employer of Record Services including but not limited to employment, benefits, payroll, and tax compliance. Positions employed through Employer of Record Services will be offered benefits and retirement as applicable through their provider and will not be eligible for State of Louisiana benefits and retirement.

Essential Position (Y/N):

LSU is an Equal Opportunity Employer:

LSU believes diversity, equity, and inclusion enrich the educational experience of our students, faculty, and staff, and are necessary to prepare all people to thrive personally and professionally in a global society. We celebrate diversity and are committed to the principles of diversity and inclusion. We actively seek and encourage qualified applications from persons with diverse backgrounds, cultures and experiences. To learn more about how LSU is committed to diversity and inclusivity, please see LSU’s and . Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact the Office of Human Resource Management ( ).

HCM Contact Information:

Questions or concerns can be directed to the LSU Human Resources Management Office at 225-578-8200 or emailed [email protected]