What are the responsibilities and job description for the Assistant to the Executive Director/Office Manager position at Louisiana State University?
About Us:
At the forefront of medical discovery as it relates to understanding the causes of obesity, diabetes, cardiovascular disease, cancer and dementia,
Pennington Biomedical Research Center
is a campus of Louisiana State University and conducts basic, clinical and population research. The Center includes Basic Science, Clinical Research, and Population and Public Health, enabling both focused research and translational science. Research at Pennington Biomedical is supported broadly by multiple NIH Research Centers
, and includes approximately 65 faculty and 20 postdoctoral fellows who comprise a network of 44 laboratories and 13 highly specialized core service facilities. Pennington Biomedical is located within state-of-the-art research facilities on a 222-acre campus in Baton Rouge, Louisiana.
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Job Posting Title:
Assistant to the Executive Director/Office ManagerPosition Type:
Department:
Work Location:
Pay Grade:
Job Description:
Pennington Biomedical Research Center
, a world-renowned academic research institute of Louisiana State University, is seeking an Assistant to the Executive Director in Baton Rouge, Louisiana.The Assistant to the Executive Director is a key administrative professional responsible for providing high-level, confidential support to the Executive Director of Pennington Biomedical Research Center. This role involves coordinating and overseeing administrative and scientific support activities, ensuring seamless daily operations within the Executive Director’s Office. The Assistant will also manage office functions, supervise the Administrative Coordinator, and serve as a primary liaison for internal and external stakeholders. This position requires exceptional organizational, communication, and problem-solving skills to support the center’s leadership and mission effectively.
Major Responsibilities
- Independently compile and draft reports and correspondence on behalf of the Executive Director, including quarterly reports, annual chair reports to the Board of Regents, grant support letters, award nomination letters, PowerPoint presentations, and other official communications.
- Collaborate closely with Human Resources on matters related to regular and adjunct faculty, including appointments, contract renewals, promotions, tenure processes, and other faculty-related administrative tasks.
- Coordinate the Promotion and Tenure Review Committee, preparing detailed reports for faculty performance reviews and promotion and tenure requests. Additionally, manage committees chaired by the Executive Director, including the Executive Committee, Management Committee, and Faculty Recruitment Committee.
- Coordinate the biennial External Advisory Board meetings including logistics, travel, meals, presentations, and reporting.
- Serve as liaison with other departments, including CFO/Fiscal Operations, Institutional Relations, Communications, and the Pennington Biomedical Research Foundation.
- Provide comprehensive administrative support to the Executive Director’s office, ensuring efficient office operations and effective communication with internal and external stakeholders.
- Provide administrative support to additional administrative positions such as the Chief of Staff and the Senior Advisor to the Executive Director as needed.
Required Qualifications
- Bachelor’s degree in business administration, management, or a related field.
- Minimum of five (5) years of experience in a senior administrative or executive support role, preferably in a research, academic, or healthcare setting.
- Proven experience supporting executive leadership with high-level administrative duties and sensitive, confidential tasks.
- Expertise in report writing, correspondence drafting, and creating executive-level presentations (e.g., PowerPoint, Word, Excel).
- Strong organizational skills, with the ability to manage multiple priorities and projects independently and efficiently.
- Excellent verbal and written communication skills, with the ability to prepare and communicate complex documents and presentations to diverse stakeholders.
- Proficiency in Microsoft Office Suite.
Preferred Qualifications
- In-depth knowledge of faculty appointments, tenure and promotion processes, and academic policies.
- Experience coordinating academic committees (such as promotion and tenure committees) and familiarity with faculty-related administrative processes.
Pennington Biomedical Research Center (PBRC) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities.
Additional Job Description:
Pennington Biomedical is committed to creating an inclusive space where our employees feel valued for their skills and uniqueness. If a candidate does not meet the minimum qualifications as listed, but has significant experience within the major job responsibilities, we welcome their application.
Competencies:
None
Special Instructions:
Interested candidates should include a resume and a list of three (3) professional references to the online application. Professional references should be the name, title, company, and contact information from past employers. Professional references should include current or previous supervisors and/or coworkers. Personal references should not be considered for the reference check process. We will respect the request that we not contact a current employer. However, we will need to contact a prior supervisor if such a request is made.A letter of application/cover letter is recommended but not required. Official transcripts are required prior to hire and are not required at the time of application.
Posting Date:
Closing Date (Open Until Filled if No Date Specified):
Additional Position Information:
Pennington Biomedical is located within state-of-the-art research facilities on a 222-acre campus in
Baton Rouge, Louisiana
. For more information, visit PBRC
.
Questions regarding career opportunities at Pennington Biomedical should be sent to
hrm@pbrc.edu
.
Background Check - An offer of employment is contingent on a satisfactory pre-employment background check.
Benefits - Pennington Biomedical Research Center 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.
Essential Position (Y/N):
Pennington Biomedical Research Center/LSU is an Equal Opportunity Employer and SAME Agency:
Pennington Biomedical Research Center and LSU believes diversity, equity, and inclusion enrich the educational experience of our students, faculty, and staff, and are necessary to prepare all people to thrive personally and professionally in a global society. We celebrate diversity and are committed to the principles of diversity and inclusion. We actively seek and encourage qualified applications from persons with diverse backgrounds, cultures, and experiences. PBRC and LSU are also designated as a
State As a Model Employer (SAME)
agency and provides assistance to persons needing accommodations or with the accessibility of materials. For those seeking such accommodations or assistance with the accessibility of materials related to this search are encouraged to contact the Office of Human Resource Management at hrm@pbrc.edu.Contact Information:
Questions or concerns can be directed to PBRC Human Resources at 225-763-2776 or
hrm@pbrc.edu
.
