WLLC Office Coordinator

WLLC Office Coordinator

The Department of World Languages, Literatures, & Cultures is seeking an Office Coordinator to assist with departmental administrative duties. This position must be able to provide a variety of information regarding the function and operations of the department and university. Serves as back up to Assistant to the Chair. The department has a diverse faculty of approximately 56 members, 13 graduate students, two staff, and hundreds of undergraduate students. Serves as initial point of contact for all visitors to the department. Greets faculty, students, and visitors. Answers and screens telephone calls, provides answers to callers, transfers calls to appropriate personnel, records and distributes messages. The Coordinator performs a wide variety of administrative duties that requires independent judgment to accomplish support of the staff members and / or operations of an organizational unit. The complexity, diversity, and scope of tasks requires excellent written and verbal communication skills.

Job Responsibilities :

30% - Administrative Support : Serves as the initial contact for the department. Ensures that students, faculty, staff, and visitors receive prompt and courteous assistance. Interacts with various LSU offices to answer questions and resolve problems. Must be able to locate, understand, and interpret department and campus policies and procedures so that proper information is given to inquirers. Reports maintenance problems to Facility Services. Places long-distance and overseas telephone calls and faxes. Makes reservations for department conference rooms. Maintains and publishes faculty office hours and contact information. Manages department keys. Advises the department Chair, Section Heads, faculty, and staff on administrative matters and procedures.

20% - Student Employment / Supervision : Student Worker and graduate assistant employment partner and time keeper. Appoints student workers and graduate assistants. Assists with supervision up to 5 department student workers. Monitors Work Study student worker payroll. Assists with new faculty / GA departmental orientation. Assists with the monitoring student worker and graduate assistant onboarding.

20% - Academic Support : Assists with department course offerings. Works with University Registrar to solve various problems regarding classrooms, classroom location changes, and enrollment in courses. Assist students with various questions and issues regarding enrollment. Provides placement test information, directions, and forms to students. Maintains database of course syllabi. Assists coordination of textbook and instructor desk copy orders. Manages various student services forms. Assists coordination of faculty workshops, orientations, and meetings. Manages department email account to provide prompt and courteous responses. Distributes various student services forms. Assists faculty with scanning and duplication of teaching / research materials and tests. Coordinates with LSU Bookstore and surrounding bookstores to ensure that correct textbooks have been ordered and are on the bookshelves when classes begin each semester. Updates language program brochures for department and special events. Orders office supplies for the department. Orders, maintains database, and distributes office keys and building front door keys to faculty, staff, and graduate students. Collects keys at end of faculty / staff employment. Distributes various student services forms (grade changes, petition to award credit, independent study, add / drop, student petitions, etc.). Assists faculty with scanning and duplication of teaching / research materials and tests.

15% - Technical Support : Assists with social media and website. Assists faculty with solving minor computer problems and reports major problems to college technical service provider (TSP) or appropriate units. Manages department copier code database and collaborates with Copier Management to solve problems. Creates and hosts department Zoom meetings as requested. Creates departmental event promotional materials as needed. Maintains and updates the department television monitors to keep announcements current. Manages department copier code database and collaborates with Copier Management to solve problems. Orders copier supplies as needed.

10% - Procurement and Inventory : Assists with purchases of goods and supplies. Assists in preparing requisitions / purchase orders / receiving reports for procurement of capital assets and other purchases; uses LaCarte card to purchase supplies and other allowable purchases according to state and campus regulations. Serves as secondary department asset custodian. Assists with annual equipment and space inventory reports. Prepares surplus items for pick up.

5% - Other duties as assigned

Minimum Qualifications :

Education Level : Bachelor's

Degree Substitute : LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply a degree is not required as long as the candidate meets the required years of experience specified in the job description.

Specific Experience : Knowledgeable with Microsoft Suite applications.

Preferred Qualifications :

Years of Experience : Two years of experience in which administrative work was a major duty.

Specific Experience : Knowledgeable with Workday Student, Workday, Zoom, Box, and Omni