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Louisiana State University · 7 hours ago

Operations Coordinator

Baton Rouge, LA

Full-time

Onsite

Entry, Mid Level

1+ years exp

Louisiana State University is seeking an Operations Coordinator for its Psychology Department. The role involves managing day-to-day operations, providing administrative support, and serving as the primary contact for visitors while supervising student workers.

AgricultureEdTechEducationHigher EducationUniversities

No H1B

Responsibilities

Provides administrative support to faculty and staff on a variety of department functions

Serves as first point of contact for all visitors

Responsible for providing information and offering solutions to problems

Answers and screens telephone calls, provides answers or transfers calls to appropriate personnel, records and distributes messages

Manages departmental mail

Reviews and distributes mail to faculty

Maintains office equipment including copier, duplicator, Scantron, and shredder

Assists and trains faculty, staff, and students on operating office equipment

Edits and publishes department website (including news and sub sites)

Support the graduate assistant TA serving as the department's TSP (technology support)

Coordinates and appoints all undergraduate student workers (40-60) in Workday

Assists in managing student worker assignments

Assists in processing Costing Allocations for undergraduate students as grants, Work Study, and contracts start and end

Verifies accuracy of hours worked by undergraduate student workers ensuring funding stays within budget(s)

Manages and trains student workers and floating Teaching Assistants (TAs)

Manages apps such as Handshake for student workers

Tracks mandatory training for the department (faculty, staff, student workers, graduate students)

Attends monthly SEP meetings

Manages departmental copier for all faculty members and graduate students for instructional and research needs

Assists in ordering office and research supplies

Manages Information Technology for the department, in support of the TSP

Serves as departmental technology associate with Information Technology Services

Attends meetings, relays updates and alerts via email to inform department of such events

Promote use of technology offered through LSU system

Distributes requests, collects and forwards various documents required of faculty by central administration on behalf of the Chair

Supports marketing effort including social media, promotional incentives, and digital information to improve department communications

Serves as Asset Custodian for the department and ensures inventory is properly tagged, maintained, and surplussed

Serves as Building Coordinator for Audubon Hall

Duties include building inspections, gathering and reporting maintenance needs to Facility services, tracking work orders, attending meetings and completing quarterly reports

Manages keys checked out for offices and labs in Audubon Hall

Maintains records and orders new keys as needed

Maintains records and displays of faculty room numbers, phone numbers, and office hours

Manages contact information database

Manages log of classroom reservations and meeting rooms

Assigns office spaces for adjuncts and GAs

Coordinates moves

Assists business manager with purchases that do not involve Workday such as catering, emergency expenditures, and Amazon Business

Trained on and can advise students/faculty on expense reports for travel or purchases

Responsible for gauging and buying supplies for the front office, research labs, faculty members, and the department's TSP

Help manage, track, and purchase goods for new faculty start ups

Assists Undergraduate Coordinator with management of the Department's secure test closet

Coordinates year-end document purge based on retention schedule

Collects syllabi from faculty every semester

Updates departmental permission forms for courses on hold each semester or when needed

Assists with collecting textbook adoptions from faculty and assists with placing orders with the bookstore in coordination with the Undergraduate Coordinator

Manages requests from publishers regarding complimentary desk copies for instructors

Publishes department newsletters in Spring and Fall, with proficiency in social media/ communications and related Software (such as Adobe InDesign, Mailchimp, etc.)

Assist with departmental events ensuring faculty have all relevant information and needed equipment, including assessing needs of the event, obtaining necessary equipment, arranging meeting rooms, and assisting in planning, preparation and execution of the event

Assists with events such as faculty job candidates, scheduling interviews, assisting with other guests visiting the department from off-campus

Assists with parking space requests and parking passes for visitors

Provides support to departmental committees (e.g., scheduling meetings and making arrangement for persons attending)

Maintains and updates department planning and operations Community Moodle page

Coordinates activities and prepares for department meetings

Other duties as assigned

Qualification

Microsoft Office proficiencyWorkday experienceAccounting experienceUniversity policiesSupervisory skillsEvent managementInterpersonal skillsDecision making skillsCommunication skills