Administrative Assistant 4 Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4808886) Apply  Administrative Assistant 4 Salary $2,602.00 - $4,682.00 Monthly Location Monroe, LA Job Type Classified Job Number 205008 Department University of LA - Monroe Opening Date 01/28/2025 Closing Date Continuous + Description + Benefits + Questions Supplemental Information Selected Core Competencies: + Accepting Direction: The ability to accept and follow directions from those higher in the chain of command. + Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas. + Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions. Selected Preferred Competencies: + Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources. + Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change. + Building and Supporting Teams: The ability to combine your actions and efforts with others to work toward achieving a common goal. + Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals. + Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization. + Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline. + Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity No Civil Service test scoreis required 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. *Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. * This position is located in the College of Health Sciences on ULM's main campus in Monroe, LA. Please email jejones@ulm.edufor more information. Minimum Qualifications MINIMUM QUALIFICATIONS: Three years of experience or training in clerical work. EXPERIENCE SUBSTITUTION: Every 15 semester hours earned from an accredited college or university will be credited as six months of experience. Job Concepts Function of Work: To provide secretarial support for a high-level manager or low- to mid-level administrator, and in some cases, subordinate staff of that individual. Employees perform duties independently and exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations. Level of Work: Advanced. Supervision Received: General from a high-level manager or low- to mid-level administrator. Supervision Exercised: May supervise 1-2 lower-level personnel. Location of Work: May be used by all state agencies. Job Distinctions: Differs from Administrative Assistant 3 by the presence of responsibility for serving as secretarial support to a high-level manager or low- to mid-level administrator. Differs from Administrative Assistant 5 by the absence of responsibility for serving as special assistant to a classified/unclassified executive or high-ranking classified administrator. Examples of Work 30% + Independently composes correspondence involving confidential/non-confidential routine and non-routine matters. + Complies data for reports and spreadsheets of needed information for projects, forms, documents and correspondence, including student correspondence. + Processes students change of major forms; drop/add forms; degree sheets; appeals; and any other students related forms. Assist students with university processes and procedures. + Maintains open communication and effective coordination regarding correspondence, reports, forms, memos and deadline dates to all programs in the College of Health Sciences. + Serves as a liaison between the Dean/Associate Dean with faculty/staff. Also serves as a liaison between the Dean/Associate Dean, college, other campus offices, and community. + Supervises and hires student workers. 20% + Coordinates with each of the schools/programs to ensure that all information is appropriately forwarded and received on schedule. Provides follow-up for distributed reports, surveys, and other materials required from the schools/programs to be returned to the Dean/Associate Dean’s office. + Summarizes content of incoming materials and gathered data. Briefs the Dean/Associate Dean on important issues or conflicts. + Prepares materials needed for meeting, such as agenda, handouts, etc. 25% + Represents the Dean/Associate Dean through telephone and personal contacts in appropriate situations. + Ensures, in the Dean/Associate Dean’s absence, that requests for actions and information are furnished in a timely manner, as appropriate. + Assesses the urgency and importance of situations and consults the Dean/Associate Dean. + Maintains a working knowledge of all University policies and procedures. + Makes recommendations and implements procedures to improve operations to keep the office functioning smoothly. 20% + Maintains the Dean/Associate Dean’s calendar, when needed, including: day-to-day routine appointments; meeting with administration; faculty; staff; students; college committees; and various on-campus/off-campus meetings. + Arranges meetings for the Dean/Associate Dean to meet with administration, faculty, staff, students, and ULM campus offices. Attends meetings, takes notes and transcribes minutes. + Advises the Dean/Associate Dean regarding the need for revisions in the administrative procedures for the college and/or ULM policy. + Implements and follow-through on administrative staff-related projects for the college and ensures appropriate progression. Monitors any projects that are initiated. + Assists with Administrative Assistant/Coordinator meetings to ensure everyone is aware of any changes/updates pertaining to the college, policies, procedures or protocols. + Provides assistance to schools/programs in the absence of an administrative assistant/coordinator. + Oversees inventory & maintains records for all programs within the college. 5% + Performs other job duties and assumes other responsibilities as assigned. Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career. As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program: Insurance Coverage More information can be found at https://info.groupbenefits.org/ Parental Leave– Up to six weeks paid parental leave More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx Holidays and Leave – State employees receive the following paid holidays each year: + New Year's Day + Martin Luther King, Jr. Day, + Mardi Gras, + Good Friday, + Memorial Day, + Independence Day, + Labor Day, + Veteran's Day, + Thanksgiving Day and Christmas Day. ***** Additional holidays may be proclaimed by the Governor State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase. Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to): + Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your\_Retirement\_System.mp4) to give you more detailed information about their system + Teacher's Retirement System of Louisiana (www.trsl.org), + Louisiana School Employees Retirement System (www.lsers.net), among others 01 Copy OF [ADi: Rate your ability to accept direction based on our definition: The ability to accept and follow directions from those higher in the chain of command.] + Yes + No 02 Copy OF [ADi: Explain your rating by providing specific and relevant examples in the box below.] 03 Copy OF [CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.] + Yes + No 04 Copy OF [CE: Explain your rating by providing specific and relevant examples in the box below.] 05 Copy OF [Copy OF [DA: Rate your ability to demonstrate accountability based on our definition: The ability to accept ownership for your actions, behaviors, performance, and decisions.]] + 1= I have no experience and/or am uncomfortable demonstrating accountability + 2= I have limited experience or require assistance to demonstrate accountability + 3= I can demonstrate accountability + 4= I can demonstrate accountability and help others improve their ability to demonstrate accountability 06 Copy OF [DA: Explain your rating by providing specific and relevant examples in the box below.] Required Question Employer State of Louisiana Address For agency contact information, please refer to the supplemental information above. Louisiana State Civil Service, Louisiana, 70802 Phone (866) 783-5462 Website http://agency.governmentjobs.com/louisiana/default.cfm Apply Please verify your email addressVerify Email