Position Information
Position Title Administrative Coordinator 3 Position Number 500034 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 Campus Recreation
Job Duties
Responsibility / Duty
- Performs administrative functions such as prepare employment contracts using the university BANNER and PEOPLEADMIN systems and prepares payroll documents for contract employees.
- Maintains full-time personnel records for the department to include leave requests, required certifications, correspondence and other pertinent information.
- Serves as initial point of contact in the office for students, faculty, staff, members, and visitors.
- Handles and screens incoming calls from students, faculty, staff, members and the community.
- Assists with facilitating the Recreation Center membership process utilizing the university and department software; BANNER, TRANSACT, INNOSOFT FUSION, TOUCHNET.
- Independently determines initial eligibility for membership.
- Prepares, processes and manages membership contracts in accordance with university and departmental policy and procedure.
- Balances sales transaction reports daily and works to resolve discrepancies in collaboration and communication with the director and other university departments.
- Processes voids, refunds and charges to member accounts in the FUSION and TRANSACT systems as needed.
- Communicates on a regular basis with Purchasing Department and vendors to ensure accuracy of specifications and competitive pricing of all supplies and equipment. Verifies that all items are received and are correct; reports and resolves discrepancies in collaboration with the vendor, Receiving Department and Purchasing Department.
- Reviews travel documents for full-time professional staff and submits for approval through appropriate departments.
- Gathers, collects information and inputs all supply and equipment purchase requisitions using an automated purchasing system. Communicates with vendor, when necessary, and ensures all items are received.
- Follows university guidelines to make departmental purchases using university credit card (PCard).
- Prepares, processes and manages credit card reports/receipts for university credit card submitted to Purchasing Department and submitted online to credit card company.
Percentage Of Time 60 Responsibility / Duty
- Develops and maintains extensive membership databases for all membership groups as well as databases for student employees, personal training, employment contracts, and facility access.
- Works directly and independently with FUSION software technicians and university departments to resolve equipment and software technical issues.
- Compiles information from the various databases and software date and creates detailed and specialized reports used in departmental annual goal planning.
- Prepares materials needed for meetings/educational sessions such as handouts and creates flyers as needed.
- Represents the Recreation Center at events as needed.
- Assists with processing and maintaining Recreation Center student employment paperwork and files.
- Trains and communicates directly with student employees regarding operating procedures and membership processes.
- Assists student employees with Student Employment questions and assists with time sheet entry.
- Prepares, sorts and distributes departmental mail.
- Assists with marketing efforts including, but not limited to, brochures, telephone, email and mailings.
- Assists with maintaining office procedural manuals/materials.
- Knowledgeable regarding Student Affairs and University policy and procedures.
Percentage Of Time 30 Responsibility / Duty
- Schedules appointments as necessary for staff members.
- Walk building to connect with members, students and communicate building cleanliness to Assistant Director.
- Performs other duties as assigned.
Percentage Of Time 10
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 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 07/31/2026 Closing Date 08/10/2026 Special Instructions to Applicants Quick Link for Postings <