Administrative Assistant 3

Administrative Assistant 3

Northwestern State University of Louisiana is currently seeking qualified applicants for the position of Administrative Assistant 3 for the School of Education. The Level 3 Administrative Assistant plays a vital support role within the NSU School of Education, part of the Gallaspy College of Education and Human Development. Known for its dedication to empowering educators and fostering academic excellence, the School of Education is seeking a detail-oriented, service-minded professional to provide administrative support. Key responsibilities include assisting the Director, managing contracts for adjunct faculty and school personnel, coordinating travel and processing payments, tracking budgets, maintaining the master course schedule, and contributing to daily operations and special events. If you're passionate about supporting students and faculty while ensuring smooth administrative procedures, this is your opportunity to make a meaningful impact at an institution that values collaboration, innovation, and student success.

An ideal candidate should possess the following competencies:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.
• Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity, and honesty, regardless of circumstances or personal benefit.

Minimum Qualifications:

Two 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 Duties:

• Provide basic and advanced clerical assistance to assigned personnel, including the Office of Clinical Practice and Partnership
• Prepare contracts for all adjunct faculty, cooperating teachers, university supervisors, school personnel, and professional service contracts for full-time faculty
• Track assignments and budgeting for all adjunct, course steward, and overload contracts
• Maintain the master schedule for the School of Education each semester
• Maintain records and communicate with Business Affairs regarding lab fees for courses each semester
• Facilitate all time-keeping documentation for faculty/staff/GAs/student workers in the School of Education
• Maintain files for all full-time and adjunct faculty regarding annual trainings
• Manage appointments and calendar for the Director of the School of Education; assist the director with travel and leave forms
• Work with the Alumni president and committee for the selection of the Hall of Distinguished Educators each summer and the collection of memorabilia during homecoming festivities
• Prepare and process travel for field experiences, payment for residents, mentors, and other school personnel
• Maintain keys; order supplies; submit maintenance requests for the SOE
• Take minutes during the School of Education faculty meetings
• Process daily mail and distribute to units within TEC
• Coordinate sign-in sheets and time sheets for student workers and graduate assistants
• Check for submission of office hours, syllabi, goals, FAR, etc., from faculty
• Assist with the collection and storage of submitted Faculty Activity Report documentation and Promotion/Tenure virtual binders
• Facilitate the federal background check system
• Assist in setup, preparation, and cleanup for Homecoming receptions, graduation receptions, annual award ceremonies, etc.
• Assist in training new administrative assistants, student workers, and graduate students
• Assist the Director of the School of Education with preparation for accreditation initiatives, grants, and other special projects
• Maintain and process files and budget items for assigned Endowed Professorships and other budget lines within the SOE

Position-Specific Details:

• Appointment type: Full-time, Probational
• Work schedule: Monday to Thursday: 7:00 AM – 4:30 PM, Friday: 8:00 AM – 12:00 PM
• Work location: The School of Education

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:

Antigone Speed, HR Specialist

View email address on click.appcast.io Northwestern State University

Institutional Effectiveness & Human Resources

Notice of Non-Discrimination:

Northwestern State University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

All complaints or inquiries related to Title IX should be directed to the Director of Title IX Compliance and Title IX Coordinator, Julie Powell View phone number on click.appcast.io), Room 306 of the Friedman Student Union, or email View email address on click.appcast.io.

In accordance with Section 35.106 of the Americans with Disabilities Act (ADA), all participants, applicants, organizations, and interested individuals are advised and notified that the ADA Coordinator for Northwestern State University for facilities is the Director of University Affairs, Jennifer Kelly View phone number on click.appcast.io), located in Room 128 Caspari Hall, or email View email address on click.appcast.io. For student academic services, contact the Director of Access and Disability Support, Crissey Smith View phone number on click.appcast.io) located in Room 111 Watson Memorial Library, or email View email address on click.appcast.io. For faculty/staff accommodations and services, contact Executive Director of Institutional Effectiveness and Human Resources, Veronica M. Biscoe View phone number on click.appcast.io), Room 111 Caspari Hall, or email View email address on click.appcast.io.