Administrative Assistant

Please see Special Instructions for more details. Expected Start Date is July 1, 2024.
Special Instructions Nicholls State University adheres to the equal opportunity provisions of federal civil rights laws and regulations that are applicable to this agency. Therefore, no one will be discriminated against on the basis of race, color, national origin (Title VI of the Civil Rights Act of 1964); sex (Title IX of the Educational Amendments of 1972); disability (Section 504 of the Rehabilitation Act of 1973; or age (Age Discrimination Act of 1975) in attaining educational goals and objectives and in the administration of personnel policies and procedures. Anyone with questions regarding this policy may contact Alison Hadaway, SHRM-CP, Director of Human Resources at / / P.O. Box 2105, Thibodaux, LA 70310. For anyone needing ADA Accommodations, please contact Brian Clausen, Director of Environmental Health & Safety at /
Position Details Position Information
Position Title Administrative Assistant 4


Position Number 110441


Salary Range $31,221.00 - $56,181.00 Hires at Minimum Rate


Position Type Classified Staff


Department Information
Ending Effective Date of Temporary Employment Department Dean of Students


Job Duties
Responsibility / Duty Serve as email contact for DoS and associated departments Maintain strict adherence to FERPA regulations Independently respond to requests for information about DoS and associated areas Sign in absence of the DoS on routine requests and payroll documents Greet all students and visitors to the suite in a friendly and professional manner Direct all students and visitors to appropriate office Percentage Of Time 30


Responsibility / Duty Prepare and process all purchase requisitions for Dean of Students, Coordinator of Greek Life, Coordinator of Student Engagement, Coordinator of Student Organizations and Activities, Director of Ethical Compliance and Conduct, Case Manager and Director of Career Services
Approve and accept requisitions and bids with no dollar limitations for funding accounts reporting to DoS Maintain inventories and prepare and process all employment authorizations using People Admin software and professional service contracts Schedule and coordinate individual and group meetings with staff as well as any committees of which the DoS is a member Approve electronically on behalf of the DoS Develop and maintain proficiency with Maxient software for student complaints and incidents as necessary and as directed Maintain knowledge of and support utilization of other software integrated into DoS areas (i.e. student org database, ICS recruitment software) Percentage Of Time 30


Responsibility / Duty Serve as the LaCarte Purchase card representative and acquire supplies through online and in-store purchases. This requires knowledge of procedures and monthly reports generated to purchasing office Support correspondence and data collection related to DoS areas Maintain and create where necessary websites for DoS and associated departments Arrange for travel of professional staff including hotel, air, automobile, and conference registration Obtain approval of travel and prepare all travel related forms including travel request requisitions, travel advance, travel expense, student trip insurance, and excused absence forms Assist members of the unit in organization of special events by arranging for speaker travel, reserving facilities, arranging honorariums, acquiring donations. Percentage Of Time 25


Responsibility / Duty Create training manuals for new student employees Hire, train, supervise, and assign duties to student workers Evaluate performance, sign payroll documents, and make recommendation regarding retention of student workers Coordinate the process of filling position vacancies by collecting all applicant data and dispersing to search committee members, scheduling interviews, and completing EEO and other data forms in the hiring process. Ensure adherence to university policy and regulations Serve on university wide committees as requested or assigned as the DoS representative Percentage Of Time 15


Posting Detail Information
Minimum Experience Required MINIMUM QUALIFICATIONS:
Three years of experience in which clerical work was a major duty.
SUBSTITUTIONS:
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.
NOTE:
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.
NOTE:
Any college hours or degree must be from an accredited college or university.


Minimum Education Required Minimum Licenses Required Other Minimum Requirements Applicants must complete the application in its entirety with an electronic signature and date. ****Resumes will not be accepted as a substitute for the application.**** If education and employment history are not completed, the application will be disqualified. Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes. Applicants claiming education as a substitution for work experience must have their Official College Transcripts delivered to the Human Resources Department at or emailed directly to prior to the job closing date. Unofficial transcripts are NOT accepted. Test(s) Required No Test Required. Supplemental Questions must be answered.


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 05/17/2024


Closing Date 06/09/2024


Special Instructions to Applicants Expected Start Date is July 1, 2024.



Supplemental Questions Required fields are indicated with an asterisk (*).
* AEI: Rate your ability to act with ethics and integrity based on our definition: The ability to be consistent, honest, and a trustworthy steward of State resources. 1= I have no experience and/or am uncomfortable acting with ethics and integrity 2= I have limited experience or require assistance to act with ethics and integrity 3= I can act with ethics and integrity 4= I can act with ethics and integrity and help others improve their ability to act with ethics and integrity * AEI: Explain your rating by providing specific and relevant examples in the box below. (Open Ended Question)
* CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas. 1= I have no experience and/or am uncomfortable communicating effectively 2= I have limited experience or require assistance to communicate effectively 3= I can communicate effectively 4= I can communicate effectively and help others improve their communication * CE: Explain your rating by providing specific and relevant examples in the box below. (Open Ended Question)
* FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided. 1= I have no experience and/or am uncomfortable focusing on customers 2= I have limited experience or require assistance to focus on customers 3= I can focus on customers 4= I can focus on customers and help others improve their ability to focus on customers * FC: Explain your rating by providing specific and relevant examples in the box below. (Open Ended Question)
* TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion. 1= I have no experience and/or am uncomfortable thinking critically 2= I have limited experience or require assistance to think critically 3= I can think critically 4= I can think critically and help others improve their ability to think critically * TCr: Explain your rating by providing specific and relevant examples in the box below. (Open Ended Question)
* BST: Rate your ability to build and support teams based on our definition: The ability to combine your actions and efforts with others to work toward achieving a common goal. 1= I have no experience and/or am uncomfortable building and supporting teams 2= I have limited experience or require assistance to build and support teams 3= I can build and support teams 4= I can build and support teams and help others improve their ability to build and support teams * BST: Explain your rating by providing specific and relevant examples in the box below. (Open Ended Question)
Documents Needed to Apply Required Documents Optional Documents Resume/CV Cover Letter Names and Contact Information for a Minimum of THREE References Letter of Reference 1 Letter of Reference 2 Copy of Transcript Other Document Other Document