Administrative Assistant 4

Government JobsShreveport, LA, US

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Administrative Assistant 4

LSU Health Sciences Center-Shreveport is seeking an Administrative Assistant 4 to join our team. This is a highly responsible executive administrative position in the Department of Pharmacology, Toxicology, & Neuroscience. This position serves as the confidential executive assistant to the Department Head and provides administrative support to the Department Head and faculty. The incumbent must possess the highest level of professional behavior, literacy, and confidentiality, and must be able to perform duties independently. The ability to work independently and to interact with other people is important because the incumbent handles many inquiries in person and by telephone. The incumbent must possess superior initiative and be able to exercise a high degree of independent judgment to determine the appropriate action to take. Accordingly, the incumbent serves several vital functions within the department and must be capable of performing duties for the most part without direct supervision. The incumbent is expected to perform high-level administrative and office duties with primary emphasis on relieving the Department Head and faculty of administrative duties based upon knowledge of the Department Head's views and / or verbal instructions. As the timekeeper for the Department, the incumbent prints the biweekly payroll reports of all classified employees and makes all corrections and / or adjustments as necessary. In addition, he / she maintains the payroll records of the classified and unclassified employees. Regular attendance is essential. Incumbent will maintain a customer-oriented awareness in acknowledging and responding to the needs as they occur to ensure that customer satisfaction is met at all times.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES :

Communicating Effectively : The ability to relay information correctly and appropriately to connect people and ideas.
Making Accurate Judgments : The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
Managing Resources : The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
Using Data : The ability to use relevant and valid data to inform a recommendation for action.
Acting with Ethics and Integrity : The ability to be consistent, honest, and a trustworthy steward of State resources.
Building and Supporting Teams : The ability to combine your actions and efforts with others to work toward achieving a common goal.
Managing Time : The ability to control your time to increase effectiveness, efficiency, or productivity.

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.

Job Specification :

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties and Other Information :

Incumbent's duties will include, but are not limited to :

Serves as the confidential executive assistant to the Department Head, thereby relieving the Department Head of many administrative day-to-day routine activities.

Acts as an administrative liaison between Department Head and staff.

Composes and prepares correspondence as requested or required.

Performs various administrative tasks such as typing, answering telephones, and preparing documents.

Independently composes and types documents for signature regarding Medical Communication forms, Internal Transaction forms, Requisition forms, Request for Building Keys forms, and Notice of Change in Movable Equipment forms.

Serves as back-up to Coordinator of Academic Area position relating to providing support to the Department's Graduate Program as well as other duties performed by the coordinator.

Exercises daily proficiency with computer programs for developing and maintaining departmental disbursement records and have the ability to learn new desktop and mainframe computer applications when necessary to accomplish job.

Prints biweekly time reports and makes adjustments and / or corrections as required in the TACS system. Maintains payroll records for classified employees. Picks up monthly and bi-weekly checks.

Assists the Department Head in the preparation of complex research grants and contract proposals, which may require familiarity with specialized terms and a general knowledge of grant administration policies.

Position-Specific Details :

Appointment Type : Probational

How To Apply :

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy, click on the "Apply" link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience / education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

Contact Information :

For further information about this vacancy, contact :

Alexa Paro

318-675-5620

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Administrative Assistant • Shreveport, LA, US