Office Coordinator
Louisiana State University
Office Coordinator
Louisiana State University
Public research university in Baton Rouge, LA
Job Summary:
The Office Coordinator supports the mission and function of the full range of Staff Senate at the LSU A&M campus as well as administrative support for Division of Finance. Division of Finance's primary responsibility is the stewardship and enhancement of the University’s financial, physical and human resources. LSU Staff Senate promotes and protects the welfare of the LSU staff by representing the interest of and the issues impacting all staff members. It is comprised of duly elected representatives from the University staff and serves as a recognized voice of the LSU staff. This includes but is not limited to event planning and logistics, social media, meeting facilitation and support, website and email management, procurement, budgetary tasks, and other special projects. The position supports the members of the Staff Senate, members and chairpersons of standing committees, members and chairpersons of ad hoc committees, and members of liaison assignments. The position provides a smooth transition between executive officers, committee chairpersons, and other newly elected or appointed Senators. This position creates efficiency and consistency in Staff Senate and Division of Finance. The position functionally reports to the Manager of Operations and is supervised by the Manager of Operations and Staff Senate President. Occasional travel and attendance for Staff-Senate sponsored events may be required.
Job Responsibilities:
20%- Division of Finance Support- Serves as the HR Analyst for several units (B&P, HRM and Risk Management) ensuring accuracy of Workday transactions and compliance with civil service and university polices. Provide office support for F&A operations including but not limited to scheduling meetings, answering phones, processing mail etc. Assist with processing forms, LSU Ring Program, Summer youth Programs and special project requests for Division of Finance or assigned by the supervisor.
25%- Staff Senate Governance & Operations
Schedules, organizes, and facilitates all Staff Senate, Executive Committee, and committee meetings. Confirms meeting locations and virtual platforms; operates and oversees audio, video, and recording equipment. Prepares, posts, and distributes meeting agendas and supporting materials in compliance with the Staff Senate Constitution and Bylaws. Attends meetings and records, transcribes, and distributes official minutes, attendance records, and supporting documentation. Maintains and has a working knowledge of the Staff Senate Constitution, Bylaws, Operating Procedures, public meeting requirements, and parliamentary procedures. Drafts presentations and supporting materials for Staff Senate leadership. Assists with elections, appointments, and onboarding of new senators.
20%- Staff Senate Administrative Support
Serves as the primary administrative liaison for the Staff Senate. Supplies direct administrative and project support to the Staff Senate President, Executive Committee, Committee Chairs, and Staff Senators. Provides support with scheduling, agenda development, and documentation deadlines. Maintains and updates governing documents, including Mission Statement, Constitution, Bylaws, resolutions, and committee charges. Maintains Senator rosters, committee membership lists, and term records. Manages the Staff Senate calendar, documents, and digital files. At the direction of Staff Senate leadership, facilitates special projects and initiatives. Researches staff-related governance and policy issues; prepares briefing materials and reports. Maintains rosters of Staff Senators and committees, including descriptions, leadership roles, and meeting schedules. Coordinates special projects as assigned by the Staff Senate President.
15%- Events & Programmatic Support
Plans, coordinates, and supports Staff Senate events, programs, and university functions. Manages event logistics and on-site coordination for Staff Senate initiatives and campus engagement activities. Assists with the development and execution of staff-focused programs, recognition initiatives, and professional development opportunities. Coordinates forums, presentations, and engagement activities that support communication and collaboration across the university community. Provides operational and administrative support for Staff Senate-sponsored events and special initiatives. Other duties as assigned.
10%- Communications & Engagement
Manages communication among Staff Senate, university leadership, and staff, as authorized by the Staff Senate President and Executive Committee. Drafts and distributes newsletters, announcements, and campus updates. Manages the Staff Senate email, internal communications, distribution lists, and inquiries about Staff Senate activities and processes. Maintains all Staff Senate website content. Creates and manages content for Staff Senate social media accounts. Creates marketing and promotional materials supporting Staff Senate initiatives, events and policies. Designs, distributes, and analyzes Staff Senate surveys and prepares summary reports.
10%- Budget & Finance Administration
Procures supplies, equipment, and services in accordance with university policies. Completes University required forms prior to purchasing items that require special permissions. Collects funds from senators for Staff Senate Gift Fund. Processes payments, reimbursements, deposits, and internal financial transactions in a timely manner.
Minimum Qualifications: Bachelor's degree with some related experience. 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.
Skills Needed:
Administrative Support, Communication, Customer Service, Data Entry, Detail-Oriented, Microsoft Office, Task Organization, Time ManagementPreferred Skills:
Background Check - An offer of employment is contingent on a satisfactory pre-employment background check.
Benefits - LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!
Positions approved to work outside the State of Louisiana shall be employed through Louisiana State University’s partner, nextSource Workforce Solutions, for Employer of Record Services including but not limited to employment, benefits, payroll, and tax compliance. Positions employed through Employer of Record Services will be offered benefits and retirement as applicable through their provider and will not be eligible for State of Louisiana benefits and retirement.
All candidates must have valid U.S. work authorization at the time of hire and maintain that valid work authorization throughout employment. Changes in laws, regulations, or government policies may impact the university’s ability to employ individuals in certain positions.
For questions or concerns related to updating your application with attachments (e.g., resumes, RS:17 documents), date of birth, or reactivating applications, please contact the LSU Human Resources Management Office at 225-578-8200 or email [email protected]. For questions or concerns regarding the status of your application or salary ranges, please contact the department using the information provided in the Special Instructions section of this job posting.
Public research university in Baton Rouge, LA
Louisiana State University (LSU) is a public flagship research university in Baton Rouge, Louisiana. Its academic mission encompasses undergraduate and graduate instruction, research, and public service.
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