Administrative Assistant 3
About this Job
Grambling State University is a comprehensive, historically-black, public institution that offers a broad spectrum of undergraduate and graduate programs of study. Through its undergraduate major courses of study, which are under girded by a traditional liberal arts program, and through its graduate school, which has a decidedly professional focus, the University embraces its founding principle of educational opportunity. With a commitment to the education of minorities in American society, the University seeks to reflect in all of its programs the diversity present in the world. The university advances the study and preservation of African American history, art and culture.
Grambling State University is a community of learners who strive for excellence in their pursuit of knowledge and who seek to contribute to their respective major academic disciplines. The University prepares its graduates to compete and succeed in careers related to its programs of study, to contribute to the advancement of knowledge, and to lead productive lives as informed citizens in a democratic society. The University provides its students a living and learning environment which nurtures their development for leadership in academics, athletics, campus governance, and in their future pursuits.
Grambling State University is seeking an Administrative Assistant 3 to provide general office management and clerical support to the Department of Curriculum & Instruction.
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.
- Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
- Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change.
- Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others.
- Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
- Learning Actively: The ability to pursue learning, seek feedback, and integrate new knowledge to improve personal and professional performance.
- Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.
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
- Job Duties:
- Greet and assist clients on the telephone and face to face (i.e.- Administration, Staff, Students and Visitors) Respond to questions and requests regarding programs in the department of Curriculum & Instruction and Developmental and Higher Education. (required to interpret department rules and regulations).
- Process applications and respond to applicants regarding admission status. Establish and maintain electronic files. Prepare mail voucher and departmental mail for pick up. Distribute to appropriate faculty and staff.
- Organize and maintain files and reference materials and ensure confidentiality of information. Prepare travel authorizations, requests and reports for faulty; input requisitions for supplies, etc.
- Independently compose and type correspondence for signature of department head. Process transmittals for signature of department head. Prepare a variety of correspondence (reports, data bases, table, records, etc.) from rough drafts, instructions, and data.
- Compile and upload requested data on Ed.D. graduates on the Survey of Earned Doctorates website - every semester. Complete and submit graduation recommendation and certification - every semester. Review transmittals received from graduate studies and complete the applicant checklist — ongoing. Email checklist to prospective students -ongoing.
- Prepare email and mail letter informing applicants of their admission status.
- Attend departmental meetings and transcribe minutes. Upload meetings notes as requested. Prepare materials such as agendas, handouts, sign-in sheets, etc., needed for department meetings. Upload materials as requested.
- Prepare payroll for Graduate Assistants and Work Study students in the department.
Position-Specific Details:Appointment Type: Probational
Work Location: Grambling State University's Department of Curriculum & Instruction
How To Apply:
No Civil Service test score 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:
Amy Lawrence/Cheryl Ivory
Grambling State University/Human Resources
403 Main St
Grambling, La. 71245
318-274-3119/318-274-3829Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.