Administrative Assistant 3
State of Louisiana
About this Job
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Northwestern State University is currently accepting applications for an Administrative Assistant 3. The Departments of Music and Fine and Graphic Arts seek a highly organized and detail-oriented Administrative Assistant 3 to support academic, administrative, and operational functions. This role plays a key part in maintaining smooth daily operations, supporting faculty and students, coordinating events and schedules, and ensuring compliance with university policies and procedures.
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.
Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions. 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
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Job Duties:
- Serve as the primary administrative contact for the Departments of Music and Fine and Graphic Arts; manage incoming phone calls, visitors, mail, and email, and route inquiries appropriately.
- Prepare, edit, and process a wide range of departmental correspondence, documents, reports, and recruiting materials; assist with the design and preparation of programs for concerts, recitals, and performances.
- Exercise independent judgment to respond to routine inquiries from students, faculty, administration, and the public; maintain departmental calendars and ensure deadlines, reports, and appointments are met.
- Manage purchasing, travel, and financial transactions using the University’s BANNER system, including requisitions, vendor setup, budget verification, expenditure tracking, and coordination with Business Affairs and Accounts Payable.
- Order and maintain office supplies and equipment; serve as liaison to faculty for administrative support such as time sheets, purchasing, travel, event scheduling, and basic computer or office systems assistance.
- Assist department heads and faculty with supervision and scheduling of student workers; support academic operations, including registration assistance, class and grade roster processing, and preparation of course schedules.
- Support departmental programs and compliance efforts, including scholarship coordination, facility and event scheduling, accreditation reporting, personnel record maintenance, property control, and other duties as assigned.
Position-Specific Details:
Appointment Type: Probational or PromotionalLocation: Natchitoches, LA
Department: Creative and Performance Arts - Music & Fine Arts
Schedule: Monday - Thursday 7:30 AM to 5:00 PM, Friday 8:00 AM to 12:00 PM (hours are flexible)
How To Apply:No Civil Service test 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:
For further information about this vacancy, contact:
Antigone Speed, HR Specialist
speeda@nsula.edu
NOTICE OF NON-DISCRIMINATION (FULL DISCLOSURE)
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 (318-357-5570), Room 306 of the Friedman Student Union, or emailobannonj@nsula.edu.
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 (318-357-4300), located in New Fine Arts, 104 Central Avenue, Ste. 102, or email andersonje@nsula.edu. For student academic services, contact the Director of Access and Disability Support, Crissey Smith (318-357-5460), located in Room 108-C Watson Memorial Library, or emailsmithcr@nsula.edu. For faculty/staff accommodations and services, contact Executive Director of Institutional Effectiveness and Human Resources, Veronica M. Biscoe (318-357-6359), Room 111 Caspari Hall, or email ramirezv@nsula.edu.