Administrative Coordinator

Louisiana State University; Baton Rouge (LA); On-site; USD 42,000 - 54,000; Full time

Job summary

Louisiana State University in Baton Rouge seeks an Administrative Coordinator to support the Division Chair in the LSUAM Engineering department, handling calendar management, meeting preparation, and travel arrangements for faculty and visitors.

The role includes creating templates, organizing materials by due date, drafting minutes, and coordinating event logistics. Strong communication and Microsoft Office skills are essential, with attention to confidentiality and deadlines.

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: Bachelor’s degree with 3 years of related experience supporting a senior leader, preferably in higher education, with preparing written materials and content using Canva, Adobe Express, or similar tools.

Responsibilities

• Coordinate appointments, meetings, and event coordination for the Division Chair, maintaining records and drafting minutes and action-item lists.
• Arrange transportation, lodging, registration, and itineraries for the Chair and others, and maintain travel records and receipts.
• Create and maintain departmental templates; manage confidential logs and organize incoming materials by due date, with reminders and follow-ups.
• Receive calls, visitors, mail, and documents; provide office support, scanning, copying, printing, and inventory tasks.
• Assist with event flayers, presentation slides, graphic design, and photography for events and faculty/students.
• Perform other office support duties as assigned.

Skills

Administrative Support

Communication

Customer Service

Data Entry

Detail-Oriented

Microsoft Office

Task Organization

Time Management

Tools

Canva

Adobe Express

Job description

Job Posting Title

Administrative Coordinator

Job Type

Professional / Unclassified

Department

LSUAM Engineering - School of Computer Science and Engineering (Ibrahim Baggili (00076668))

Work Location

Patrick F. Taylor Hall

Pay Grade

Professional Hourly

Job Description

• 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.
• 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.

Additional Job Description

The administrative assistant is responsible for handling a variety of tasks and directly assisting the Division Chair with clerical duties. This includes, but is not limited to, routine scheduling, preparing and routing office correspondence and signature materials, tracking action items and deadlines, supporting meeting coordination, and travel arrangements for the Chair.

Contact

For questions regarding this position, contact Dr. Abe Baggili at [e-mail].

Skills Needed

• Administrative Support
• Communication
• Customer Service
• Data Entry
• Detail-Oriented
• Microsoft Office
• Task Organization
• Time Management

Background Check

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.

Equal Opportunity

LSU is an Equal Opportunity Employer. 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.

HCM Contact Information

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 [e-mail]. 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.

About LSU

LSU includes institutions, facilities and programs in each of Louisiana’s 64 parishes, and its campuses stretch the length of the state from New Orleans to Shreveport. Each institution plays a vital role in preparing students to incorporate new knowledge and technologies into their daily lives. LSU researchers across Louisiana are working on developing a wide-range of innovations to improve quality of life by studying issues such as disease management, advance medical treatments, obesity, coastal protection, hurricane preparedness, energy, natural resource management and agriculture, among others. Louisiana’s Flagship University is a land-, sea- and space-grant institution with academic programs in all areas of science, engineering, humanities, arts and social sciences. The University comprises of nine institutions: Louisiana State University and Agricultural and Mechanical College (“LSU”), the premier flagship university for the state, which include the Paul M. Hebert Law Center and the School of Veterinary Medicine Louisiana State University at Alexandria Louisiana State University at Eunice Louisiana State University at Shreveport LSU Health Sciences Center – New Orleans LSU Health Science Center – Shreveport The Health Care Services Division Louisiana State University Agricultural Center Pennington Biomedical Research Center Any other college, university, school, institution, or program now or hereafter under the supervision and management of the Board of Supervisors of Louisiana State University and Agricultural and Mechanical College In implementing its mission, LSU is committed to: Offering a broad array of undergraduate degree programs and extensive graduate research opportunities designed to attract and educate highly qualified undergraduate and graduate students; Employing faculty who are excellent teacher-scholars, nationally competitive in research and creative activities, and who contribute to a world-class knowledge base that is transferable to educational, professional, cultural, and economic enterprises; and Using its extensive resources to solve economic, environmental, and social challenges.