Administrative Coordinator 4

Position Title: Administrative Coordinator 4

Position Number: 028946

Salary Range: $32,781.00 – $56,181.00 Hires at Minimum Rate

Position Type: Classified Staff

Department: Mass Communication

Responsibility / Duty

• Student Media. Student Media consist of KNSU Radio Station, Bill Blazier TV Studio, The Nicholls Worth, Advertising Department and La Pirogue yearbook. Performs all secretarial duties for Student Media including typing all business correspondence, setting up appointments, handling incoming calls and visitors to their office and making decisions regarding visitors and calls in his absence. Perform receptionist duties and independently respond to inquiries related to all areas reporting to department head. Make service calls for equipment operated and order supplies for equipment. Handles day-to-day problems with computer and copier equipment for staff members. Maintains a yearly inventory of all office equipment, furniture, etc. Check state tags for accuracy and turns in inventory to University Property Control in a timely manner. Handles the surplus of old furniture and equipment in the department. Handles the typing of all work orders needed for work required by the Maintenance, Grounds, and Computer Services departments. Contact Maintenance department for service on smaller problems that do not require a work order.
• Act as business manager to Student Media. Maintains accurate records of The Nicholls Worth Advertising budget. Since all money generated from the sale of ads for the newspaper is deposited into this account, it is important that this account be monitored very closely to ensure that all deposits are made in a timely manner. Ensure that guidelines set down by the University’s Internal Auditor for posting of invoices and depositing of money is adhered. Oversee the Student Media staff, which includes training with new staff and assisting them in meeting deadlines. Maintains all computerized billing and posting of ads for the newspaper including sending out invoices, writing receipts, updating new contract accounts. Keeps all records accurate and up-to-date pertaining to advertising such as advertising schedules, commission sheets for sales representatives, quote advertising rates, screens and take messages for advertising staff. Assist students with everyday problems. Maintain payroll for student staff of approximately 40 students. Handles all time sheets including checking hours for accuracy.
• Coordinates travel plans to major conventions throughout the year along with other smaller conferences for faculty adviser. Prepares mailing labels for newspaper and newsletters and updates mailing list for subscribers. Sends out renewal letters monthly. Handles mailing of the newspaper. Helps supervise Student Media staff, which consists of approximately 40 students.
• Prepares and distributes applications to 15-member Student Media Committee to select new staff each semester. Coordinates all appointments for interviews conducted by the editors and director of the rest of the staff members. A member of the interview committee with department head and advertising manager to hire advertising staff. Prepares all necessary paperwork involved in hiring of student staff each semester, which consists of approximately 40 students. Assist yearbook staff in distributing yearbooks by requesting sign-up sheets from Data Processing, writing receipts and making deposits. Mail out yearbooks to schools and students.
• Handles correspondence between the publisher, yearbook staff and faculty advisers. Oversee and maintains yearly budget of yearbook staff.
• Assist the faculty advisers in coordinating training workshops for incoming student staff each semester. This involves sending out letters to each of the three student staffs, tying up an agenda and notes to be used by the editor and department head, reviewing and revising hand-outs for the students, making sure all the necessary supplies are on hand, coordinating meal plans for the workshop and putting together packets of time sheets, manuals and schedule cards for each student.
• Assist faculty advisers in preparing for spring awards ceremony. Prepares nominations and entries of 12 categories for newspaper and yearbook to send to off-campus judge. Enters on-line bid for plaques for winners of contest. Send out invitations, handles reservation of tickets for meal, assists in having nametags, certificates and programs made. Consults with catering staff on seating, set up of stage and any other details necessary in production of banquet. Perform any and all other duties assigned.

Percentage Of Time: 50

Responsibility / Duty

• Mass Communication. Assist department head in coordinating day-to-day matters that concern the department and Student Media. Perform advanced clerical and routine administrative duties in the areas of purchasing, payroll, and student services. Prepare and process all necessary paper work for purchasing and purchase requisitions. Approve requisition and bids with no dollar limitation. Prepare and process all employment authorizations and professional service contracts as well as payroll related documents for budgets totaling over $443,000. Reviews budget screens for accounts within the department. Ensure that money is being billed to proper accounts and that there are appropriate funds in the accounts. Handles the transfer of funds from one account to another as needed. Review these budgets periodically with the director. Compiles annual report sent to Fee Oversight Committee for The Nicholls Worth Self-Assessed account. Compile information regarding the numbers of students enrolled in each faculty member’s classes. Schedule and coordinate individual and group meetings with faculty advisers as well as any committees of which the Department Head is a member. Record and type minutes of all departmental and committee meetings. Arrange travel for faculty advisors, as well as the five student organizations including hotel, air, automobile, and conference registration. Obtain approval of travel and prepare all travel related forms including travel requisitions, travel advance, travel expense, student trip insurance, and excused absence forms (for student travel with PRSSA, KNSU, SPJ, RTDNA, and KTA.)
• Track all budgetary expenditures and verify correctness and adherence to state policy. Assist faculty with scheduling students through the Student Information System. Assist Department Head with ensuring departmental standards for national accreditation. Composing correspondence, prepare tests, timesheets, and other important documents for the Mass Communication faculty. Maintain confidential student and employee files. Compile information regarding student interest in the department and mail out personal recruitment letters. Maintain database of over 500 alumni, coordinate and assist in creating and mailing of Alumni Newsletter twice a year.

Percentage Of Time: 40

Responsibility / Duty

• Speech and Theatre. Sell theatre tickets and account for the money for two major productions a year. Type theater programs, flyers, and tickets and arrange for printing. Prepare and process purchase orders for supplies and costumes for production. Assist with publicity and collecting and selling of tickets at the door during production weekend. Compose campus wide e-mails detailing productions and programs associated with productions. Assist Theatre Director with other miscellaneous tasks associated with play production

Percentage Of Time: 5

Responsibility / Duty

• Inventory. Maintains a yearly inventory of all office equipment, furniture, etc for Mass Communication Department and Student Media for a traced inventory of over $390,000. Check state tags for accuracy and turns in inventory to University Property Control in a timely manner. Handles surplus of old equipment and furniture in departments. Handles the typing of all work orders needed for work required by Maintenance, Grounds, and Computer Services departments. Notify Maintenance department for service on smaller problems that do not require a work order.

Percentage Of Time: 5

Minimum Experience Required

MINIMUM QUALIFICATIONS:
Three 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.

Other Minimum Requirements

Applicants must complete the application in its entirety with an electronic signature and date.

Resumes will not be accepted as a substitute for the application.

If education and employment history are not completed, the application will be disqualified.
Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.

Applicants claiming education as a substitution for work experience must have their Official College Transcripts delivered to the Human Resources Department at hr@nicholls.edu or emailed directly to Jennifer.Prejean@nicholls.edu prior to the job closing date. Unofficial transcripts are NOT accepted.

Test(s) Required

No Test Required.

Employment Year: Fiscal Year

Employment Basis: Full-time

Closing Date: 04/06/2026

Quick Link for Postings: https://jobs.nicholls.edu/postings/9762

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