Administrative Coordinator 3

Position Information

Position Title Administrative Coordinator 3 Position Number 028861 Salary Range $28,642.00 - $49,067.00 Hires at Minimum Rate Position Type Classified Staff

Department Information

Ending Effective Date of Temporary Employment Department Mathematics

Job Duties

Responsibility / Duty

MISSON: Consistent with the College of Sciences & Technology, the mission of the Mathematics Program is to provide every student with a core body of knowledge and the skills for lifelong learning fundamental to a university education.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDED BUT ARE NOT LIMITED TO THE FOLLOWING:

• Serves as confidential Administrative Coordinator for the Department Head of Mathematics
• Serves as the Administrative Coordinator for the all faculty, adjunct instructors and student employees in Mathematics.
• Serves as initial contact for all incoming telephone calls and visitors to the Department of Mathematics. Effective screening and routing of phone calls which includes determining and evaluating the urgency of the matter in question and whether to handle them personally or refer them to the appropriate person on campus requires excellent communication skills.
• Has authority to sign for department head in his/her absences on matters not needing direct attention.
• Answer questions regarding office policies, procedures, and services on a daily basis.
• Types departmental correspondence from department head to individuals, community agencies, professional organizations, College faculty, staff and students regarding administrative matters, reports, forms and other documents with minimal supervision.
• Helps faculty with exams, copying & scanning, shredding, and mail outs.
• Request desk copies of textbooks for departmental faculty from book publishers as needed.
• Maintains, organizes, and updates all office files and reference material, including those kept on computer, as that they can be accessed by department head and faculty.
• Activate and maintain student files.
• Interpret institutional academic regulations, policies and procedures for office, staff, external academic and administrative personnel, students and public.

Percentage Of Time 40 Responsibility / Duty

• Responsible for preparation of all requisitions for the purchase of supplies and equipment, following all university and state purchasing policies and procedures, for all operating and grant accounts within the department independently and without direction.
• Purchases office and lab supplies with University p-card.
• Enter all approvals on behalf of the Department Head independently and without direction.
• Responsible for all follow up, which includes resolving any issues that may occur.
• Responsible to track orders, receive and distribute packages, report problems with orders to vendors and Purchasing, and notifying Receiving and Purchasing when an order is completed.
• Compile budget reports for all electronic requisitions of supplies and equipment.
• Track and maintain all department budgets.
• Assists faculty to complete a thorough inventory of all department equipment on an annual basis. Prepares paperwork for transfers or surplus of equipment.
• Generates R2's for adjunct faculty and faculty overloads each semester. Generates R1's for new faculty.
• Reviews and prioritizes mail; initiates action on requests or matters not requiring the department head's direct attention.
• Independently executes processing of paperwork requiring the signature of the department head.
• Complies schedule of classes each semester for the department. Assigns classrooms for each course and enters class schedules into the Banner system.
• Registers students each semester and assists in resolving scheduling conflicts.
• Responsible for making all changes to course information such as room changes, adding extra classes when needed, instructor changes, and canceling classes.
• Updates Mathematics' student advisor records in Banner and Navigate.

Percentage Of Time 40 Responsibility / Duty

• Makes sure all office equipment, faculty/staff computers and printers are in working order and inputs tickets for repairs as needed.
• Runs department errands on campus.
• Ensures that Mathematics Department office suite is kept clean and organized.
• Shreds confidential material and tests and keeps secure at all times.
• Consults with the department head, all program coordinators and faculty to assure smooth operation of the department.

OTHER ASSIGNED DUTIES:

• Perform any duties as assigned to ensure that all matters are handled properly and in a timely manner according to Nicholls State University policies and procedures.

CONFIDENTIALITY:

Ensure adequate procedures for protecting the security, confidentiality and integrity of University records which may include student records.

Percentage Of Time 20

Posting Detail Information

Minimum Experience Required

MINIMUM QUALIFICATIONS:

Two years of experience in administrative services.

EXPERIENCE SUBSTITUTION:

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

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 hr@nicholls.edu or emailed directly to Jennifer.Prejean@nicholls.edu prior to the job closing date. Unofficial transcripts are NOT accepted.

Test(s) Required

No Test Required.

Preferred Education Preferred Experience Preferred Licenses Other Preferred Requirements Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to fingers, handle or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, climb, or balance, as well as stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision and the ability to adjust focus.

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 06/15/2026 Closing Date 06/25/2026 Special Instructions to Applicants

This position will be available for hire on July 20, 2026.

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