Administrative Program Specialist A

Administrative Program Specialist A

This position reports directly to the Director of the School of Architecture. Performs various budgeting activities, and assists the Director to complete essential tasks. In addition, the position assists faculty and instructors with administrative matters related to their work. The responsibilities of this position include, but are not limited to, budgetary and fiscal operation, performing administrative functions, supervision of classified and student employees, accounting, human resource management, event planning, payroll and development activities. This position manages both state, private and foundation accounts.

Job Responsibilities

Office Management (20%) - Serves as Office Manager / Supervisor for the School; supervises 1 classified office staff; supervises the activities of student workers and graduate assistants; oversees daily office operations to ensure professional image of school and good work-flow; trains faculty in use of Workday, university policies and procedures, school policies, filing system, etc., and prioritizes work assignments for staff and student employees. Serves as an active leader for office personnel as well as a mentor for junior staff.

Administrative (20%) - Supports the Director by assisting with preparation of accreditation reports and other special reports; writes memorandum and directives regarding administrative matters, and serves as signature authority for the Director for business functions. Serves as an administrative contact for the School on appropriate matters with the College, Human Resource Management, Accounting Services, Admissions, Purchasing, etc.

Accounting (20%) - Maintains and prepares the budget for the School and manages all LSU Foundation accounts regarding scholarships, professorships, etc. Assist in keeping accounting records for the program, both on-line with Workday program and internally on EXCEL spreadsheets; authorizes expenditures within limits set by Director, prepares and processes all accounting documents and maintains all scholarship and award accounts for students, including those working on President's Student Aid and Work Study programs.

Human Resource Management (15%) - Serves as personnel contact for school with the College of Art+ Design and the Office of Human Resource Management, and follows guidelines set forth by HRM for all personnel matters. Assist the Director and faculty search committees with faculty searches, including making requests for approval to advertise faculty positions, maintaining applications for review by search committee, making travel arrangements for interview candidates, obtaining degree requirements for selected candidate, and preparing employment contracts, etc.

Development Coordinator (15%) - Assist Director with fund raising and alumni activities; coordinates Alumni contact and fund raising activities : maintains alumni database and coordinates the School's relationships with friends and alumni of the School and oversees all mass mailings to alumni, friends, and professionals associated with the School. Serves as School contact with the LSU Foundation. Coordinates interaction between students and alumni to support professional development programs and activities.

Purchasing (5%) - Supervises the purchasing of all supplies, materials, and equipment for the School, as well as equipment purchased on grants and contracts; advises Director and faculty on University purchasing guidelines, and maintains school procurement cards issued by the University to purchase supplies and materials that do not require a requisition.

Travel (5%) - Supervises the maintenance of the Business Travel Account for the School, makes travel arrangements through the state contract travel agency. and processes all travel authorizations and travel reimbursements for official school travel. Assist in making travel arrangements for Director, guest lecturers, and other visitors.

Minimum Requirements

See State Civil Service Job Specifications

Competencies :

• Communicating Effectively - The ability to relay information correctly and appropriately to connect people and ideas
• Displaying Expertise - The ability to exhibit specialized skills or knowledge gained from experience or training
• Managing Resources - The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value
• Using Data - The ability to use relevant and valid data to inform a recommendation for action

Special Instructions :

Please provide a resume / CV, cover letter, three professional references including name, title, phone number, and email address. For questions and concerns regarding the status of your application or salary ranges, please contact Elizabeth Duffy at eduffy@lsu.edu.

A permanent or probationary internal employee who is appointed to another position following certification from an open competitive eligible list is considered a new employee in the new position and shall serve a probationary period of six months.

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!

Positions approved to work 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.