What are the responsibilities and job description for the Administrative Coordinator 2 position at Nicholls State University?
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 985-448-4041 / alison.hadaway@nicholls.edu / P.O. Box 2105, Thibodaux, LA 70310. For anyone needing ADA Accommodations, please contact Brian Clausen, Director of Environmental Health & Safety at 985-448-4783 / brian.clausen@nicholls.edu
Position Details
Position Information
Position Title
Administrative Coordinator 2
Position Number
316246
Salary Range
$23,816.00-$42,869.00 Hires at Minimum Rate
Position Type
Classified Staff
Department Information
Ending Effective Date of Temporary Employment
Department
Office of Advancement
Job Duties
Responsibility / Duty
Administrative and Clerical Support
- Process routine paperwork and enter data into the department’s database or log system to support fundraising activities.
- Prepare, index, and scan documents into the imaging system, ensuring high-quality images.
- Assist in preparing requisitions for supplies, entering data into automated systems, and maintaining supply inventory.
- Collect and process time and attendance sheets for Office of Advancement staff.
- Maintain and organize the department’s records system, including filing, retrieving documents, and researching files to keep records up to date.
- Provide clerical support to the Chief Innovation Officer in the Office of Advancement, including maintaining appointment schedules, preparing travel arrangements, issuing directives, and relieving administrative workload.
- Prepare and edit correspondence, reports, and presentations as needed.
- Assist in supporting departmental goals, ensuring timelines and deliverables are communicated to the team.
- Work closely with the Office of the President, Academic Affairs, Nicholls Foundation and other stakeholders across the institution to coordinate information sharing.
- Collaborates with the Advancement Team to update and maintain accurate records of donor and alumni information and interactions in the Raiser’s Edge CSR database.
- Manage reception duties: answer calls, greet visitors, and direct them appropriately.
- Assist with logistics for fundraising events and donor meetings as needed.
- Serve as an assistant and confidential secretary to senior leadership Chief Innovation Officer, handling administrative tasks with independent judgment and decision-making.
- Manage incoming mail and prepare correspondence for prospective donors related to fundraising.
- Oversee the day-to-day administrative operations for the Advancement team.
- Manage the department calendar, ensuring events and deadlines are accurately tracked and communicated.
- Schedule and coordinate meetings with internal and external partners.
- Assist with invoices, submission of receipts and ensure adherence to budget guidelines.
- Support the digital and hard copy communications related to various advancement projects, which may include fundraising campaigns, alumni events, and donor stewardship initiatives.
- Maintain a record of project timelines, track progress, and report on the timely completion of assigned tasks.
- Collaborate with team members to identify and resolve project or organizational challenges.
- Generate and compile department reports, supporting documents, and presentations as necessary or requested.
- Ensure the accuracy and timeliness of all reports and documentation to support department initiatives and goals.
- Generate and send gift acknowledgments on behalf of the Chief Innovation Officer for the Office of Advancement.
- Support the Advancement Team in ensuring the timely and accurate fulfillment of donor commitments and obligations.
- Assist with mass mailings for direct marketing campaigns, including endowments, capital needs, and annual fund solicitations.
- Maintain database files for pledge reminders and assist in preparing other reports or documents for the Office of Advancement.
Percentage Of Time
80
Responsibility / Duty
Event Coordination
- Assist in preparing invitation lists for events such as the President’s Scholarship Reception, Bon Vin, Gala, and other fundraising functions.
- Work with other offices to ensure the success of events, including managing sign-in tables and serving as a greeter.
Percentage Of Time
15
Responsibility / Duty
Supervision and Office Management
- Student Worker Supervision: Work with the Chief Innovation Officer and Advancement Officer to organize, assign, and supervise the work of student workers and graduate assistants. Set task priorities, guide their work, and ensure proper training in data entry and office tasks.
- Office Operations: Oversee office functions, maintain professional interactions with prospective clients and donors, and coordinate meeting schedules across campus. Manage office inventory, ensure equipment is in working order, and handle maintenance requests.
- Other Duties: Perform any additional tasks as assigned by the Chief Innovation Officer in the Office of Advancement.
Percentage Of Time
5
Posting Detail Information
Minimum Experience Required
MINIMUM QUALIFICATIONS:
One year of experience or training in clerical work.
EXPERIENCE SUBSTITUTIONS:
Every 15 semester hours earned from an accredited college or university will substitute for six months of the required experience.
One year of experience or training in clerical work.
EXPERIENCE SUBSTITUTIONS:
Every 15 semester hours earned from an accredited college or university will substitute for six months of the required 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
02/03/2025
Closing Date
02/13/2025
Special Instructions to Applicants
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
- Copy of Transcript
- Other Document
- Other Document
Salary : $23,816 - $42,869
