Administrative Coordinator

35% Coordinate appointments, meetings, and assist in event coordination for the Division Chair, maintaining proper documentation and records of meetings and any corresponding actionable items. Assemble agendas, briefing packets, and supporting materials provided by the Chair or Department Affairs & Operations Manager, prepare departmental meeting spaces and virtual links, and local event spaces for students and faculty, take notes when requested, and prepare draft minutes, decision records, and action-item lists for review. Help coordinate departmental events both locally and sometimes nationally.

20% Arrange approved transportation, lodging, registration, and itineraries for the Chair and, as needed, other faculty, students, and visitors. Assemble required travel documentation, maintain accurate travel details and records, and forward receipts and completed materials to designated business staff for processing. Maintain departmental records of all travel activity.

20% Create and maintain departmental templates. Maintain a confidential log of items awaiting the Chair's review, signature, response, or decision. Organize incoming materials by due date, provide reminders, track requested follow-up, and document completion or disposition.

10% Receive calls, visitors, mail, and documents directed to the Chair, route inquiries to the appropriate individual, prepare the Chair's office and meeting space, and provide scanning, copying, printing, mail, supply, package, inventory, and document-delivery support.

10% Assist with the preparation of event flayers, presentation slides, graphic design, and event and faculty and student photography.

5% Other office support duties as assigned.

Minimum Qualifications

Bachelor’s degree with 1 year of related experience in administrative or executive support involving calendar administration, document preparation, deadline tracking, meeting and event support, and travel coordination.

Preferred Qualifications

Bachelor’s degree with 3 years of related in experience supporting a senior leader, preferably in higher educations, with preparing written materials and content using Canva, Adobe Express, or similar tools, and demonstrated discretion, accuracy, professional judgement, and ability to manage competing deadlines.

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 in the job description.

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.