Assistant to Director

Assistant to Director

Requirements

• Bachelor’s Degree

Responsibilities

• Serves as first point of contact for LGS to include greeting all visitors and answering main phone line and mail/correspondence distribution.
• Answers general inquiries concerning LGS functions, policies, and procedures.
• Functions as administrative assistant for LGS Director.
• Schedules appointments for the LGS Director and staff, makes travel arrangements for conferences and meetings and assembles material as directed.
• Assists employees with actions in the LSU computing system as needed for leave, travel, etc.
• Supports Director in completion of expense reports.
• Prepares and submits all bids for contracts and requisitions for departmental supplies, equipment, furniture, etc. for LGS, maintains records on all purchases, delivery logs, and follows through on administrative details.
• Creates receipts of all goods/services received as required by LSU regulations.
• Attends training sessions to keep up to date with state and university purchasing regulations.
• Provide University vendors with information as needed and assist them in enrolling in the LSU Vendor Database.
• Facilitate the hiring process for both full-time and part-time employees by acting as the HR contact for LGS.
• Coordinate the paperwork associated with the hiring process as well as employee changes.
• Serves as Student Employment Partner, processing student worker appointments and managing student payroll, on-boarding, and HR inquiries through the on-campus Workday system.
• Serves as timekeeper for LGS.
• Ensure compliance for mandatory annual training.
• Process all reimbursement requests for departmental needs.
• Includes university check requests, reimbursements, special handling payment requests, and prepared vendor invoice requests.
• Process payments and deposits related to LGS publication purchases.
• Trains and supervises others on the operations of office equipment.
• Assigns and supervises student workers to assist the department’s researchers.
• Responsible for scheduling, maintenance and upkeep of department vehicles and mileage logs.
• Cataloging, upkeep, and sales of LGS publications.
• Maintenance and upkeep of equipment, equipment inventory, space inventory as required.
• Maintains key records and key box.
• Other duties as assigned.

Preferred Qualifications

• Bachelor’s Degree and experience with Workday.
• Knowledge of LSU policies and procedures.