What are the responsibilities and job description for the Administrative Coordinator 4 position at Nicholls State University?
Please see Special Instructions for more details.
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.
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 4
Position Number
500078
Salary Range
$31,221.00 - $56,181.00 Hires at Minimum Rate
Position Type
Classified Staff
Department Information
Ending Effective Date of Temporary Employment
Department
Facility Services
Job Duties
Responsibility / Duty
The Office of Facilities is responsible for all new construction and for renovations to existing facilities on the campus of Nicholls State University. In addition, this office receives directives from the Presidnet & VPFA of the University to complete special projects that vary in nature, but are no less important to the mission of the University. At any given time, this office has on record in excess of 30 projects in construction and/or renovations. This position is responsible for all tasks required to assist in the coordination of all construction and renovation projects.
Assist with the complete coordination of projects form inception to completion. Responsibilities include the following:
1. Scheduling of project meetings, which includes notifying all parties, and taking minutes.
2. Coordinating with outside representatives on project meetings, schedules, and deliveries.
3. Coordinating project activities with departments on campus, which includes notification of service outages, road closures, etc.
4. Managing the computerized database for all projects and facilities.
5. Managing project data, coordinating and assist in overseeing projects in progress.
6. Coordinating warranty work for projects with outside entities.
7. Communicate both verbally and in written form with administrative staff at Facility Planning & Control as required.
Assist with the complete coordination of projects form inception to completion. Responsibilities include the following:
1. Scheduling of project meetings, which includes notifying all parties, and taking minutes.
2. Coordinating with outside representatives on project meetings, schedules, and deliveries.
3. Coordinating project activities with departments on campus, which includes notification of service outages, road closures, etc.
4. Managing the computerized database for all projects and facilities.
5. Managing project data, coordinating and assist in overseeing projects in progress.
6. Coordinating warranty work for projects with outside entities.
7. Communicate both verbally and in written form with administrative staff at Facility Planning & Control as required.
Percentage Of Time
60
Responsibility / Duty
Assist with coordinating and submitting grants documents, contracts, etc. as required. Responsibilities include:
1. Preparing agreements and contracts for proper signatures and transmitting such to the Board office as well as other entities.
2. Preparing documents required for monthly Board meeting.
3. Preparing and submitting capital project reports.
4. Assisting with the preparation of the University’s yearly Capital Outlay Request, which involves verifying cost figures, establishing priority of requested projects, compiling the written report, assisting in the preparing of the power point presentation, and working closely with the Director to assure accuracy all data.
5. Communicate both verbally and in written form with the administrative staff at the Board of Supervisors, Board of Regents, Office of Facility Planning & Control, Office of Risk Management, as required.
1. Preparing agreements and contracts for proper signatures and transmitting such to the Board office as well as other entities.
2. Preparing documents required for monthly Board meeting.
3. Preparing and submitting capital project reports.
4. Assisting with the preparation of the University’s yearly Capital Outlay Request, which involves verifying cost figures, establishing priority of requested projects, compiling the written report, assisting in the preparing of the power point presentation, and working closely with the Director to assure accuracy all data.
5. Communicate both verbally and in written form with the administrative staff at the Board of Supervisors, Board of Regents, Office of Facility Planning & Control, Office of Risk Management, as required.
Percentage Of Time
25
Responsibility / Duty
Responsible for assisting the Director in the operations of this office. Duties include:
1. Processing and tracking all work orders, which includes verifying the need of said requests, verifying approvals, and verifying satisfactory completion of all work order projects.
2. Preparing and tracking all University leases. Responsible for obtaining all required approvals and maintaining proper files for auditing purposes.
3. Coordinating staff actives upon instructions from the Director.
4. Taking appropriate action sin emergency situations in the absence of the Director.
5. Informing the Director of daily situations that arise.
6. Briefing the Director and preparing documents for meetings, seminars, important issues or conflicts.
1. Processing and tracking all work orders, which includes verifying the need of said requests, verifying approvals, and verifying satisfactory completion of all work order projects.
2. Preparing and tracking all University leases. Responsible for obtaining all required approvals and maintaining proper files for auditing purposes.
3. Coordinating staff actives upon instructions from the Director.
4. Taking appropriate action sin emergency situations in the absence of the Director.
5. Informing the Director of daily situations that arise.
6. Briefing the Director and preparing documents for meetings, seminars, important issues or conflicts.
Percentage Of Time
10
Responsibility / Duty
Responsible for normal office actives, such as managing budget expenditures, securing travel arrangements, and preparing required paperwork, overseeing the work of the graduate assistant and student workers, etc. Assume additional work responsible in the absence of staff members. Assume additional duties as assigned by the Director.
Percentage Of Time
5
Posting Detail Information
Minimum Experience Required
MINIMUM QUALIFICATIONS:
Three years of experience in which clerical work was a major duty.
SUBSTITUTIONS:
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.
NOTE:
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.
NOTE:
Any college hours or degree must be from an accredited college or university.
Three years of experience in which clerical work was a major duty.
SUBSTITUTIONS:
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.
NOTE:
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.
NOTE:
Any college hours or degree must be from an accredited college or university.
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. Supplemental Question section must be completed.
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
03/21/2024
Closing Date
04/01/2024
Special Instructions to Applicants
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.
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
- Letter of Reference 2
- Copy of Transcript
- Other Document
- Other Document
- Other Document
Salary : $31,221 - $56,181
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