"Assistant to the Chancellor's Office"

Assistant to the Chancellor's Office

Company: Louisiana State University in Shreveport

Job Location:

Category: Executive Assistants

Type: Full-Time

The Assistant to the Chancellor’s Office provides comprehensive administrative and operational support to the Chancellor’s suite team in carrying out the mission of the university. Reporting to the Executive Assistant to the Chancellor, the Assistant to the Chancellor’s Office supports the Chancellor, Vice Chancellor for Student Affairs, Chief of Staff, and Executive Assistant to the Chancellor. This role is central to ensuring the smooth operation of the executive suite, managing day-to-day administrative tasks, coordinating purchasing and event logistics, and serving as a professional and welcoming presence for visitors and stakeholders. The ideal candidate is professional, detail-oriented, and capable of managing multiple tasks in a dynamic environment. This summary is not intended to be a comprehensive or all-inclusive description of duties and responsibilities.

Minimum Qualifications

Required Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Demonstrated experience in administrative support and office coordination, preferably in higher education.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• Professional demeanor and customer service orientation.
• Proficiency in Microsoft Office Suite and office management tools.
• Ability to maintain privacy and handle sensitive information with discretion.

Job Specification

Core Competencies:

• Communication: Ability to adjust communication style to suit the audience/customer/situation.
• Collaboration: Ability to work effectively in group settings.
• Service to Customer and LSUS: Ability to focus on providing positive experiences for stakeholders.
• Delivering Results: Ability to focus on achieving outcomes.
  • Problem-Solving: Ability to overcome barriers to success.
  • Leading Others: Ability to inspire, guide, and support individuals and teams towards achieving common goals.

Job Duties and Other Information

Duties & Key Responsibilities:

Suite Management

• Serve as the first point of contact for visitors, providing courteous and professional assistance.
• Manage incoming calls, direct inquiries, and relay accurate messages.
• Maintain a welcoming environment including seasonal decorations in the executive office suite.
• Receive and distribute incoming mail and packages to designated recipients and departments.
• As asset manager, conducts annual inventory and coordinates surplus of office items.
• Oversee scheduling and reservations for the Chancellor’s Boardroom.
• Manage calendar for Vice Chancellor for Student Affairs and others as assigned.
• Coordinate and schedule meetings/events for both the Chancellor’s office and the Vice Chancellor for Student Affairs.
• Work with Facilities Services to ensure the office suite is clean and functional.

Administrative Support

• Assist in planning and executing events, including invitations, RSVPs, setup, cleanup, and greeting guests. Print and prepare materials for meetings
• Effectively communicating with multiple offices and departments across campus on behalf of the Chancellor’s office.
• Make deliveries and complete errands across campus.
• Draft correspondence, manage mailouts, and send campus-wide emails.

Purchasing and Financial Processing

• Prepare and submit Spend Authorizations, Expense Reports and Reimbursement Requests for the Chancellor’s office and the Vice Chancellor for Student Affairs.
• Order office supplies and maintain inventory including the purchase of awards and plaques.
• Order business cards, name plates, and name badges for the Chancellor’s Office team.
• Process payments for memberships and handle sponsorship payments including table purchases, logo submissions, and attendee coordination.

Other Duties

• Work on event planning and coordinating other special projects as assigned.
• Perform additional tasks and responsibilities as assigned to support the Chancellor’s Office and Vice Chancellor for Student Affairs.

Physical and Environmental Demands

Light Work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly (Constantly: activity or condition exists 2/3 or more of the time) to move objects. Physical demand requirements are more than those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job should be rated Light Work when it requires walking or standing to a significant degree or when it requires sitting most of the time but entails pushing and/or pulling of arm or leg controls.

The above statements describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties can be added, or this description amended at any time. Remains knowledgeable on current federal, state and local laws, accreditation standards or regulatory agency requirements that apply to the assigned area of responsibility and ensures compliance with all such laws, regulations and standards.

LSUS is an equal opportunity/affirmative action employer and encourages applications from women and minorities. For more information about LSU Shreveport go to www.lsus.edu

LSUS is a State As a Model (SAME) employer that promotes affirmative strategies and goals for employment of individuals with disabilities.

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.

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.***

For additional information concerning this job posting contact: Jennifer Isaac

LSUS Department of Human Resource Management

Room 108 Administration Building, LSUS

(318) 797-5279

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