Job Description

Posting number: ULS 092526 ERG

Department: HED-Bd Supervisors U of LA Sys

Job classification: UNCLASSIFIED

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Office and Administrative Support

Summary

The University of Louisiana System Board Office has a vacancy.

The Administrative Assistant provides comprehensive administrative support to the Vice President of Business and Finance and supports the administrative needs of the Finance Department. The position assists the Vice President, Assistant Vice President of Financial Reporting and Analysis, and Budget Manager with administrative coordination and supports the effective operation of the Business and Finance division through calendar and meeting management, communications, document and records management, and other departmental support. The role requires strong organization, attention to detail, sound judgment, professionalism, and the ability to manage multiple priorities while handling confidential information.

Examples of duties

• Associate degree in Business Administration, Accounting, Office Management, or a related field; or a minimum of 3 years of professional administrative experience supporting finance, accounting, or executive-level operations.

Preferred Qualifications:

• Experience working in a finance, accounting, or business office environment is preferred, particularly within higher education or a similarly complex organization.
• Familiarity with financial terminology, reports, and business documentation.

Supplemental information

Executive and Departmental Support

• Provides direct administrative support to the Vice President of Business and Finance.
• Provides administrative support to the Assistant Vice President of Financial Reporting and Analysis and Budget Manager, including meeting coordination and document preparation.
• Prepares, edits, and formats correspondence, reports, spreadsheets, presentations, and other materials for internal and external use.
• Assists with gathering, compiling, and organizing financial documents and supporting materials.
• Provides administrative support for departmental initiatives, special projects, and other activities as requested.

Meeting and Calendar Management

• Manages complex calendars for department leadership, including scheduling appointments and coordinating recurring meetings.
• Coordinates meeting logistics, including agendas, meeting materials, technology setup, and meeting minutes when needed.
• Tracks follow-up items and facilitates timely communication and completion of action items.

Communication and Liaison

• Serves as a central point of contact for the Business and Finance division, responding to inquiries, routing communications, and facilitating the flow of information within the division.
• Maintains professional communication with internal departments, vendors, and external partners on behalf of department leadership.
• Answers incoming calls and welcomes System guests, providing a professional and courteous front-facing presence.

Document and Records Management

• Maintains organized electronic and physical filing systems for departmental documents, ensuring accessibility, accuracy, and confidentiality.
• Assists with document retention, archiving, and compliance with applicable recordkeeping policies.
• Supports the development, organization, and formatting of budget- and finance-related documentation as requested.

Administrative Operations

• Coordinates logistical support for internal trainings, workshops, and team meetings.
• Provides backup administrative support to other areas of Business and Finance as needed.

Other Duties

• Performs other duties and responsibilities as assigned by the Vice President of Business and Finance.

Position Specific Details:

Appointment Type:This vacancy is unclassified.

Reports to: Vice President of Business and Finance

Core Competency/Knowledge Areas:

Administrative Proficiency: Demonstrated ability to manage administrative functions effectively, including scheduling, meeting coordination, document preparation, and departmental support.

Organization and Accuracy: Strong attention to detail and organizational skills, with the ability to manage multiple priorities and maintain accuracy in handling financial and administrative information.

Communication: Excellent written and verbal communication skills and the ability to interact effectively with individuals at all levels of an organization.

Technology Skills: Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook, and comfort working with electronic filing systems and financial documentation. Experience with financial systems or budgeting tools is a plus.

Professionalism and Judgment: Ability to exercise sound judgment and interact with internal and external stakeholders with tact, professionalism, and discretion.

Time Management: Ability to work independently, prioritize competing demands, manage deadlines, and adapt to changing priorities in a dynamic work environment.

Confidentiality: Demonstrated ability to handle sensitive financial, personnel, and departmental information with a high degree of discretion and integrity.

Problem-Solving and Follow-Through: Ability to anticipate administrative needs, resolve routine issues, track outstanding matters, and follow tasks through to completion.

Team Collaboration: Ability to work cooperatively across the Business and Finance division and provide support to team members to help achieve departmental goals.

Louisiana is a "State as a Model Employer" for People with Disabilities.

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. The transcripts can be added as an attachment to your online application.

A criminal history check may be conducted on all new hires as well as employees changing positions, including promotions, demotions, details, reassignments, and transfers. Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-Verify system.

Applicants qualifying based on an associate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. The selected candidate will be required to submit original documentation upon hire.

Contact Information:

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

email:erica.gay@la.gov