Position Information
Position Title Administrative Coordinator 4 Position Number 029003 Salary Range $32,781.00 - $56,181.00 Hires at Minimum Rate Position Type Classified Staff
Department Information
Ending Effective Date of Temporary Employment Department History & Geography
Job Duties
Responsibility / Duty
Serves as confidential administrative coordinator for the department heads of History and Geography and Social Sciences. Serves as the administrative coordinator for the faculty and adjuncts of History, Geography, Criminal Justice, Sociology and Political Science. Serves as liaison between department heads and faculty, between dean's office, department heads and faculty, between other departments on campus and the department heads and faculty, between outside individuals and the department heads, students, and/or faculty. Keeps records of department heads and faculty absences to be used on timesheets. Has authority to sign for department heads and faculty in their absence on matters not needing their direct attention. 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. Compiles budget reports for all electronic requisitions of supplies and equipment in the Banner system. Compiles and maintains the three operating budgets: History and Geography, Social Sciences, and department heads' endowed professorship Coordinates funding transfers as needed within the budgets that are required to meet the financial demands of the department to accomplish the goals of the 2 departments and the professorship. Independently performs responsible budgetary purchasing (all office supplies) and property inventory control duties in accordance with the rules, regulations, policies and procedures. Independently verifies inventory for the departments of History and Geography and Social Sciences and make necessary adjustments to inventory when needed. Prepares paperwork for transfers of equipment between departments when needed. Prepares paperwork to get rid of unusable equipment.
Percentage Of Time 35 Responsibility / Duty
Compiles excel list of graduating students of history, sociology, criminal justice, and political science for each semester. Compiles excel class list from the Banner system for faculty as requested. Organizes and maintains records of syllabi for every course taught. Compiles budget reports for all travel forms for department heads and faculty members. Independently files travel requests.
Percentage Of Time 25 Responsibility / Duty
Registers classes for students enrolling in History, Geography, Sociology, Criminal Justice and Political Science in the Banner system each semester. Ensures accuracy and confidentiality pf student's grades, class schedules, and personal information. Compiles schedule of classes each semester for both departments. Assigns classrooms for each course (in excess of 75 classes per semester) then enters class schedules into the Banner system. Responsible for making all changes to course information such as room changes , adding extra classes when needed, instructor changes, canceling classes. Complete advising checklists for history, sociology, criminal justice, and political science students based off their transcripts.
Percentage Of Time 20 Responsibility / Duty
Responsible for computer entry pertinent to recruiting, hiring, and processing potential and new faculty members by independently processing the R1 on the human resources site. Independently processes all R2's (used for hiring graduate assistants, adjuncts, intersession appointments, summer adjuncts, summer temporary appointments, restricted appointments, endowed professorships, promotions/demotions, salary increases/decreases, title changes, and status changes) for the 2 department heads and the faculty members of both departments on the human resources site.
Percentage Of Time 15 Responsibility / Duty
Independently processes all requests for IT equipment maintenance. Independently prepares all maintenance work orders for both departments. Assists the Phi Alpha Theta organization with mail outs. Prints out and updates brochures for history, sociology, criminal justice, and political science. Compiles honors list for students for awards using excel. Orders awards for the honors banquet for both departments. Interviews, trains and supervises student workers and reviews their work for accuracy. Transmits correspondence, etc., on fax machine. Troubleshoots for copier and scanner when necessary. Orders supplies for both. Shreds confidential material and tests and keeps secure at all times. Accepts and delivers campus messages to faculty and students. Has authority to accept and sign for all packages and certified letters. Request key for faculty as needed. Performs any and all duties as assigned
Equipment Use: 70% Computer- Dell Microsoft office Email- gmail Banner system- student registration, personal information, transcripts, entering electronic financial requisitions 20% Copy Machine- Ricoh Aficio Copy, scan, and print items for department heads and faculty 15% Telephone- Avaya placing and answering calls for department heads and faculty 5% Fax machine-HP faxing correspondence when needed
Work environment: The work environment characteristics described here are representative of those and employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable the individual with a disability to perform essential functions. While performing the duties of this job, the employee frequently works near moving mechanical parts. The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.
Percentage Of Time 5
Posting Detail Information
Minimum Experience Required
MINIMUM QUALIFICATIONS:
Three 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 accommodation 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 finger, handle or feel objects, tools, or controls and talk to 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 10 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 06/04/2026 Closing Date 06/14/2026 Special Instructions to Applicants Quick Link for Postings <