Administrative Assistant 3

Administrative Assistant 3

As a selective-admissions, comprehensive public university, Louisiana Tech is committed to quality in teaching, research, creative activity and scholarship, public service, and workforce/economic development. Louisiana Tech maintains as its highest priority the education and development of its students in a challenging environment within a safe and supportive, diverse community of learners.

Are you a master of organization with a passion for higher education? We are looking for a proactive Administrative Assistant 3 to serve as the operational backbone for the Department of Kinesiology. In this pivotal role, you will do much more than manage schedules; you will be a strategic partner to faculty, a guide for students, and a lead architect of the administrative systems that keep our mission moving forward.

As an Administrative Assistant, you are the bridge between departmental goals and university-wide execution. From overseeing complex budgets to orchestrating high-profile events and streamlining office workflows, your work ensures that our scholars and students can focus on what they do best: learning and discovery.

Join a community that values your growth as much as our students'. Beyond a salary, you'll enjoy outstanding perks and benefits, generous tuition waivers, and the vibrant, intellectual energy that only a university setting can provide.

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.

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

Job Duties and Other Information: The Administrative Assistant serves as the point person for the department and is often the first person that a student or visitor will communicate with about the Department of Kinesiology. It is vitally important that the Administrative Assistant is knowledgeable about the department and departmental programs and projects a feeling of hospitality and good will towards students, faculty, and visitors.

• Executive Administrative Support: Serve as confidential assistant to the Department Chair, managing correspondence, scheduling, meeting preparations, phone calls, mail, and campus-wide communications.
• Faculty & Student Records Management: Assign faculty advisors, update student/staff rosters in administrative systems, collect course syllabi and textbook orders, and maintain departmental record retention schedules.
• Academic Scheduling & Operations: Assist with quarterly teaching schedules, room assignments, class edits or cancellations, and course section calculations for the Dean's Office.
• Financial & Compliance Administration: Prepare budgets, routing forms, travel authorizations, reimbursement reports, instructor contracts, and distribute payroll.
• Facility & Equipment Oversight: Manage calendars, keys, and reservations for Memorial Gymnasium, equipment, and departmental laptops or media devices.
• Front Desk & Departmental Liaison: Greet visitors, answer policy and procedure inquiries, foster hospitality, and process liability forms and class waivers.
• Personnel & Staffing Administration: Manages confidential personnel files, appointment forms, overload forms, payroll leave, vacancy announcements, grade change requests, and policy compliance forms (Disclosure of Outside Employment, Affirmative Action, etc.), while supervising and training student office workers.
• Budgetary & Financial Monitoring: Oversees and tracks expenditures across operating, grant, lab, fee, and organization accounts; manages purchasing card receipts/reports; prepares requisitions, supply inventories, and grant travel authorizations/expenses.
• Departmental Operations & Stakeholder Liaison: Records and distributes faculty meeting minutes, prepares Board of Regents reports, fields calls, sends department communications, and serves as the primary liaison between the Department Chair, university entities, faculty, and 470+ undergraduate and graduate students.
• Departmental & Special Projects Administration: Prepares and forwards departmental travel authorization and expense forms for campus entities, tracks departmental newsletter tasks, and manages logistical operations, communications, and committee documentation for special projects.

Position-Specific Details:

Appointment Type: This position will be filled as a Probationary Appointment.

Location: Louisiana Tech University, Department of Kinesiology-Ruston, LA Work Schedule: The typical work schedule for this position is Monday-Friday, 8am to 5pm.

Hourly Rate: $13.77

Benefits: Louisiana Tech offers outstanding perks and benefits to eligible employees that include a variety of health insurance plans and retirement options, paid time off for vacation and sick leave, paid holidays, substantially reduced-rate tuition for employees and their dependents, discounted memberships at the university's sports and wellness center, professional development training, and promotional opportunities. In addition, market adjustment salary increases are awarded annually (pending funding availability) for eligible classified employees.

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

Louisiana Tech University, Office of Human Resources

P.O. Box 3173

Ruston, LA 71272

Louisiana Tech University is an AA/ADA/EEO employer. Louisiana Tech recruits, selects, employs and promotes without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, political affiliation, age, disability, veteran status, or genetic information in its admission and recruitment of students, educational programs, and activities, or employment policies.

Please Note: Applications must be completed by 11:59 p.m. on the Job Closing Date to ensure consideration.