Job Information
Louisiana Department of State Civil Service Administrative Coordinator 4 in Lafayette, Louisiana
Administrative Coordinator 4
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Administrative Coordinator 4
Salary
$2,602.00 - $4,682.00 Monthly
Location
Lafayette, LA
Job Type
Classified
Job Number
200271
Department
South LA Community College-NonISIS
Opening Date
09/20/2024
Closing Date
10/6/2024 11:59 PM Central
Description
Benefits
Questions
Supplemental Information
South Louisiana Community College is a comprehensive community college that operates campuses in Abbeville, Crowley, Franklin, Lafayette, Morgan City, New Iberia, Opelousas, St. Martinville, and Ville Platte. The college serves approximately 12,000 students annually and offers an array of academic programs. Students earn associate degrees, technical diplomas, certificates, and industry-based certifications. The college was recognized as the “Best Community College in Louisiana” for 2023 by Intelligent.com and BestColleges.com, trusted resources for college rankings and higher education planning.
The mission of South Louisiana Community College is to transform and enrich the lives of individuals and communities. SoLAcc commits to providing skills and knowledge through a dynamic learning environment where students realize their potential, compete in today’s global economy and perpetuate to solve the complex problems of tomorrow.
About this position:
This position is responsible for assisting the Executive Director for Student Services, Director for Student Engagement, and the Title IX and Student Conduct Manager in the facilitation of student services across all SoLAcc campuses.
This position also serves as the coordinator for all administrative functions pertaining to the SoLAcc Mobile Unit and trailer.
This position is responsible for assisting in the management of the budget for the Office of Student Engagement and Title IX.
AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:
Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
Following Policies and Procedures:The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws.
Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
Championing Continuous Improvement: The ability to systematically drive or promote continuous improvement.
Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions.
Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.
Managing Budgets: The ability to be a good steward of state resources by effectively managing allocated funds.
Managing Systems: The ability to predict and manage the effects of actions on interrelated or interacting components of a team, department, or organization.
Solving Problems: The ability to discover solutions to problems.
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.
*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. *
For further information about this vacancy contact:
Amanda Griffin
SoLAcc Human Resources
Amanda.Griffin@solacc.edu
337-521-8931
Minimum Qualifications
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.
Job Concepts
Function of Work:
To perform complex, often specialized, paraprofessional duties that require independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program.
Work requires individual discretion in the application of policies and procedures. Duties increase in scope and complexity, and consist mainly of departmental-program duties.
Level of Work:
Advanced.
Supervision Received:
General from higher-level clerical and/or supervisory personnel.
Supervision Exercised:
May supervise 1-2 lower-level personnel.
Location of Work:
May be used by all state agencies.
Job Distinctions:
Differs from Administrative Coordinator 3 by the presence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment.
Differs from Administrative Program Specialist--A by the absence of professional-level duties that involve a variety of administrative functions or management of a departmental or statewide program.
Examples of Work
Student Engagement Functions - 30%
• Assist the Director and Coordinators for Student Engagement by entering all program related requisitions in Banner (Student Life Fee, Student Government Association, and Student Clubs and Organizations).
• Provides office assistance by processing all student life related special meal and travel related forms.
• Provides day-to-day administrative support to the Director for Student Engagement and the Title IX and Student Conduct Manager.
• Tracks weekly expenditures for student life and creates databases and spreadsheets.
• Assists student life staff in preparing monthly reports and quarterly Student Life Fee and Student Government Association budget updates.
• Assists the Director for Student Engagement in developing updates the Student Life Budget & Procurement Guide.
• Informs the student life staff and Student Government Association officers of all budget and procurement related polices.
• Communicates with accounting to establish new student life vendor agreements.
• Assists the Director for Student Engagement in booking all room reservations for Student Engagement and Student Government Association related events.
• As needed, it provides program related operational support for the Student Government Association and Student Engagement related programming.
• Answer and route incoming telephone calls.
• Manage OSE staff voice message system: Forward messages, record handwritten messages as needed and respond to all admissions and enrollment inquiries. Record all messages received in campus call log (in person, phone, or voicemail) along with call outcome.
• Monitor and respond to OSE campus emails.
• Direct and assist all OSE guests and visitors.
• Sort and distribute incoming and outgoing mail and packages.
• Prepare agenda, memos, and minutes for OSE Staff Meetings.
• Participate in ongoing related professional development.
• Attends weekly student engagement meetings.
Student Service Functions - 30%
• Supervise Federal Worker Student staff through the training, assignment of duties, approving timesheets, evaluating performance.
• Educates students on college processes and procedures to ensure positive engagement between the students and student services staff, in addition is responsible for identifying any wrap around services needed.
• Coordinates student assistance by using investigation, professional judgement, and individual discretion to determine what assistance a student may need based on where they are in their education cycle.
• Cultivates and maintains positive working relationships with colleagues including faculty and staff across campus. Use conflict resolution skills to effectively de-escalate/resolve conflict, reducing or eliminating need for intervention by others.
• Facilitate ongoing communication with accounting and purchasing departments to ensure all event purchase orders and vendor payments have been rendered.
• Serve as the coordinator for the SLCC Mobile Unit and Trailer.
o Develop marketing and promotional materials.
o Coordinate with Enrollment Services for preview days and events.
o Coordinate with campus directors and deans for special occasions the use of the Mobile Unit and Trailer.
o Coordinate alongside Facilities Management the maintenance of the fleet.
o Supervise fleet operators, which include part-time drivers, and ensure training is completed, time is reported, safety is prioritized, and payment is submitted in a timely manner.
o Order associated supplies and submitted requisitions for monthly data usage.
Conduct and Title IX Functions - 30%
• Serve as the student conduct and title ix primary contact; respond to questions (via telephone calls, emails, and inperson)
• Schedule appointments with students, employees, and community members.
• Coordinate meetings, conferences, and workshops, to include facility and technology reservations, catering, promotional and program materials, and assessment.
• Coordinate formal hearing logistics, to include facility and technology reservations, hearing materials, timely notifications, supporting the hearing officer, and maintaining audio recording and records.
• Ensure timely entry of case pertinent information in the student conduct database (Maxient or equivalent).
• Maintain confidentiality and appropriately handle sensitive interactions with students, faculty, staff, administrators, and external agencies.
Perform other duties as assigned - 10%
Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.
As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:
Insurance Coverage More information can be found at https://info.groupbenefits.org/
Parental Leave– Up to six weeks paid parental leave
More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx
Holidays and Leave – State employees receive the following paid holidays each year:
New Year's Day
Martin Luther King, Jr. Day,
Mardi Gras,
Good Friday,
Memorial Day,
Independence Day,
Labor Day,
Veteran's Day,
Thanksgiving Day and Christmas Day.
* Additional holidays may be proclaimed by the Governor
State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.
Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):
Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your_Retirement_System.mp4) to give you more detailed information about their system
Teacher's Retirement System of Louisiana (www.trsl.org),
Louisiana School Employees Retirement System (www.lsers.net), among others
01
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
02
AEI: Explain your rating by providing specific and relevant examples in the box below.
03
CCI: Rate your ability to champion continuous improvement based on our definition: The ability to systematically drive or promote continuous improvement.
1= I have no experience and/or am uncomfortable championing continuous improvement
2= I have limited experience or require assistance to champion continuous improvement
3= I can champion continuous improvement
4= I can champion continuous improvement and help others improve their ability to champion continuous improvement
04
CCI: Explain your rating by providing specific and relevant examples in the box below.
05
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
06
CE: Explain your rating by providing specific and relevant examples in the box below.
07
DIn: Rate your ability to demonstrate initiative based on our definition: The ability to assess information and take action independently to help the organization achieve its goals.
1= I have no experience and/or am uncomfortable demonstrating initiative
2= I have limited experience or require assistance to demonstrate initiative
3= I can demonstrate initiative
4= I can and help others improve their ability to demonstrate initiative
08
DIn: Explain your rating by providing specific and relevant examples in the box below.
09
MB: Rate your ability to manage budgets based on our definition: The ability to be a good steward of state resources by effectively managing allocated funds.
1= I have no experience and/or am uncomfortable managing budgets
2= I have limited experience or require assistance to manage budgets
3= I can manage budgets
4= I can manage budgets and help others improve their ability to manage budgets
10
MB: Explain your rating by providing specific and relevant examples in the box below.
Required Question
Agency
State of Louisiana
Address
For agency contact information, please refer to
the supplemental information above.
Louisiana State Civil Service, Louisiana, 70802
Phone
(866) 783-5462
Website
http://agency.governmentjobs.com/louisiana/default.cfm
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