Administrative Assistant 3

University of LA - Monroe; Monroe (LA); On-site; USD 34,000 - 52,000; Full time

Job summary

University of Louisiana Monroe is seeking an experienced administrative professional to provide secretarial support, manage budget records, and prepare correspondence on campus.

The role involves clerical tasks for faculty and staff, payroll processing for student employees, maintaining personnel files, scheduling appointments, and helping ensure university policies are followed on a day-to-day basis.

Qualifications

• Two years of experience in administrative services.
• Knowledge of office policies and university procedures is preferred.

Responsibilities

• Provides secretarial support for the Interim. Maintains department's budget books. Composes and types correspondence. Schedules meetings/conferences.
• Performs clerical support for faculty/staff: typing resignations, appointment letters, payroll forms, pre-approval forms for vacancies, monthly leave reports, check requests, travel forms.
• Prepares and maintains payroll information, timesheets, and monthly leave reports for undergraduate student employees, graduate work-study, tutors, Emerging Scholars, and UNIV 1001 staff.
• Maintains and organizes personnel and general files with privacy considerations.
• Maintains class schedule records for UNIV 1001; collects data; creates reports and maintains student files.
• Assigns/advises students in the system; runs program reports as needed.
• Greets students and visitors; responds to inquiries in person, by phone, and online.
• Directs calls and schedules appointments for students and advisors.
• Assists with office policy administration and university procedures.
• Oversees office equipment and orders supplies.

Skills

Accepting Direction

Demonstrating Accountability

Communicating Effectively

Job description

At the University of Louisiana Monroe, you're more than an employee; you're part of a vibrant campus community committed to growth, innovation and student success. ULM offers a supportive work environment, competitive benefits and opportunities for professional development, all in the heart of Northeast Louisiana. Whether you're advancing your career or just starting out, ULM is a place where your work truly matters.

An Ideal Candidate should possess the following competencies:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Communicating Effectively: The ability to convey information, ideas and emotions using structured communication methods that promote understanding and engagement.

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.

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

Job Duties

• Provides secretarial support for the Interim. Maintains department's budget books. Composes and types correspondence. Schedules meetings/conferences.
• Performs clerical support for any situations involving faculty/staff such as typing acceptance of resignations, appointment letters, processing payroll actions forms, preparing pre-approval forms to fill vacant positions, monthly leave reports, check requests, etc. Checks all travel advances, travel authorizations, and travel expense forms.
• Prepares and maintains payroll information, timesheets, and monthly leave reports for undergraduate student employees, graduate work-study, tutors, supplemental instruction, Emerging Scholars, faculty and peer leaders of UNIV 1001 classes.
• Responsible for organizing, maintaining and updating of personnel files and general files in a manner that protects privacy while keeping records current.
• Maintains records for UNIV 1001 changes in class schedules. Participates in the collection of data. Creates reports and maintains student files.
• Assigns and updates advisees to advisors in the system. Runs reports of all programs as needed.
• Greets students and visitors.
• Confers daily in person, by phone, and online with the general public, students, faculty, and staff. Directs telephone calls to the proper personnel. Schedules appointments for students with the appropriate advisor.
• Assists individuals regarding matters that may arise in the administration of office policies, university policies, procedures, and services.
• Responsible for supervision and use of all office equipment; monitoring and ordering supplies.

Position-Specific Details

Appointment Type: Probational

Location: This position is located on ULM's main Campus in Monroe, LA

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.