Support Coordinator - Finance

Sowela Technical Community College; Lake Charles (LA); On-site; USD 38,000 - 47,000; Full time

Benefits offered by this job

Retirement benefits

Medical insurance options

Vacation and sick leave

Job summary

Sowela Technical Community College in Lake Charles, LA, seeks a Support Coordinator – Finance, full-time, to support the Finance and HR divisions with clerical coordination, asset tracking, and document management.

Required Associate’s degree and 3 years’ experience as an administrative assistant in higher education, HR, or Finance; proficiency in Office 365 and Adobe Sign; ability to handle confidential information.

Qualifications

• Associate’s degree required.
• Three years’ administrative assistant experience in higher education, HR, or Finance.
• Strong organizational and written/oral communication skills.
• Proficiency with Office 365 apps and Adobe Sign.
• Ability to handle confidential information.

Responsibilities

• Coordinate asset inventory and surplus transfers.
• Schedule meetings and manage calendars for VCF’s Office.
• Maintain confidential and time-sensitive materials.
• Prepare agendas, minutes and records.
• Assist HR with interview scheduling and onboarding.
• Support division web pages and mail distributions.
• Assist with audit documentation and policy reviews.
• Perform general clerical tasks and office supply management.

Skills

Office 365 apps

Adobe Sign

Organizational skills

Communication skills

Teamwork

Clerical/administrative experience

Education

Associate’s degree

Bachelor’s degree (preferred)

Tools

Office 365

Adobe Sign

Job description

Support Coordinator – Finance (Job no. 495600).

Location: Lake Charles, LA. Work Type: Full‑time. Categories: Finance & Budget, Human Resources.

Responsibilities

• Serves as Property Control Manager to coordinate annual asset inventory review for the college as well as tagging assets appropriately upon arrival to the college. Monitors transfers of movable property and maintains asset database to properly record asset location. Coordinates processes for surplus transfer to Louisiana Property Assistance Agency.
• Maintains thorough knowledge of the division, operational structure, and Vice Chancellor for Finance’s (VCF) scope of responsibilities, priorities, and commitments.
• Schedules appointments/meetings for the VCF’s Office, makes changes as necessary; maintains a calendar of activities and confirms engagements, makes travel arrangements, and requests travel reimbursements.
• Notes and coordinates commitments made by the VCF and arranges for implementation.
• Determines the importance of matters at hand and prioritizes and takes appropriate action.
• Handles a wide variety of situations and conflicts involving the clerical administrative functions of the division of Finance. Responsible for confidential and time‑sensitive materials.
• Coordinates meetings and prepares agendas for VCF’s meetings, researches and monitors pending issues for follow‑up, develops agendas for future meetings, records and transcribes minutes, and maintains permanent records.
• Assists HR to coordinate scheduling of interviews and assist with onboarding tasks.
• Maintains confidentiality of employee and applicant records.
• Provides clerical assistance with HR forms, requisitions, and reports.
• Assists using all methods of communication: telephone, fax, email and/or personal contact.
• Screens visitors and telephone calls to the HR department, assisting or referring the calls as appropriate.
• Assists Business Office with basic finance‑related documentation.
• Prepares routine correspondence including letters, memoranda, and reports; may compose and type correspondence involving complex and non‑routine matters; edits a variety of correspondence, materials and reports for completeness, accuracy and adherence to agency standards for division lead signature.
• Assists in researching and preparing audit documents; may coordinate audit‑related tasks.
• Maintains and updates division files.
• Assists with management of Adobe Sign processes for approvals and signatures.
• Assists with project planning, coordination, and tracking for Finance and HR teams.
• Supports the implementation of departmental initiatives, ensuring timely completion of deliverables.
• Tracks and orders office supplies for Business Office and HR.
• May assist with matters of a confidential nature, attending and recording minutes at meetings regarding confidential matters.
• Maintains the Finance department webpage and web‑portal sites.
• Receives and delivers institutional mail daily to mail room and offices within Business Office and HR accordingly.
• Assists Finance divisions with the review of policies to ensure their alignment with both LCTC and State policies. Drafts updated policies for review and implementation by division heads.
• Performs other duties as required.

Required Education

Associate’s degree.

Required Experience

Three years of experience as an administrative assistant or related function in higher education, Human Resources, or Finance, or a combination of all.

Required Knowledge, Skills and Abilities

• Ability to plan and accomplish goals with a wide degree of creativity and latitude.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks with attention to detail.
• Ability to work as a team on projects.
• Proficiency in the use of standard office equipment and networked personal computers.
• Proficiency in, or ability to become proficient in, a variety of software, including but not limited to Office 365 apps and Adobe Sign.
• Skilled at communicating clearly and effectively, both orally and written, at all levels.
• Ability to perform basic mathematical computations needed to complete job tasks.
• Skilled at planning, organizing, and prioritizing job duties to meet deadlines.
• Maintaining interpersonal professional working relationships at all levels – students, peers, and executives.

Preferred Education

Bachelor’s degree.

Preferred Experience

Capital asset tracking.

Benefits

As a member of the Louisiana Community and Technical College System, SOWELA offers an attractive benefits package with a wide variety of benefit options. Benefits include retirement, multiple medical insurance options, supplemental insurances (dental, term life, disability, accident, vision, etc.), a tax‑saver flexible benefits plan, holidays (14 per year, typically including a longer break at Christmas), generous annual vacation and sick leave benefits, and an employee assistance program. Specific benefits depend on job category, percent effort, and length of employment.

Equal Opportunity

Passing pre‑employment criminal background screen is required as a condition of employment. SOWELA is an equal‑opportunity, equal‑access employer. SOWELA is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities.