What are the responsibilities and job description for the Administrative Coordinator 3 position at Nicholls State University?
Special Instructions
Nicholls State University adheres to the equal opportunity provisions of federal civil rights laws and regulations that are applicable to this agency. Therefore, no one will be discriminated against on the basis of race, color, national origin (Title VI of the Civil Rights Act of 1964); sex (Title IX of the Educational Amendments of 1972); disability (Section 504 of the Rehabilitation Act of 1973; or age (Age Discrimination Act of 1975) in attaining educational goals and objectives and in the administration of personnel policies and procedures. Anyone with questions regarding this policy may contact Alison Hadaway, SHRM-CP, Director of Human Resources at 985-448-4041 / alison.hadaway@nicholls.edu / P.O. Box 2105, Thibodaux, LA 70310. For anyone needing ADA Accommodations, please contact Brian Clausen, Director of Environmental Health & Safety at 985-448-4783 / brian.clausen@nicholls.edu
Position Details
Position Information
Position Title
Administrative Coordinator 3
Position Number
116077
Salary Range
$28,642.00 - $49,067.00 Hires at Minimum Rate
Position Type
Classified Staff
Department Information
Ending Effective Date of Temporary Employment
Department
College Of Business Administration
Job Duties
Responsibility / Duty
Serves as confidential coordinator of Student’s academic records for the Dean of the College of Business Administration. The Admin Coordinator will consult and advise with departmental secretaries, department heads, faculty and students.
- Assistant is responsible for the academic records of all students within the College of Business Administration. The purpose of these records is to track a student’s advancement through his/her major. This includes periodically updating these records, check to ensure that the students are meeting the respective catalogs and meeting the various requirements needed for graduation.
- Act independently and work with the dean and faculty on unusual matters. Maintaining confidentiality is paramount. Interaction with the student, faculty, parents, alumni and others often require tact and patience to avoid friction.
- Interpret institutional academic regulations, policies and procedures for office staff, externa academic and administrative personnel, students and the public.
- Direct screening and referral of students to advisors/department or other offices on campus
- Perform administrative, secretarial duties for the dean, associate dean, faculty and students.
- Implement, manage and update the degree audit processing system wit the responsibility for logical coding on Banner system advising and degree audit module for the College of Business. Testing, documentation and maintenance of the system are vital components of this task. The ability to think systemically and with utmost accuracy and attention to detail is required.
- Serve as a liaison between academic advisors, the Dean’s office, Academic Affairs and the Office of Records in processing graduation candidates.
- Prepares, submits official graduation list for graduates for each graduation date in December and May; notifying those candidates who do not meet the graduation requirements that they are withdrawn from graduation.
- In the absence of the Dean, Associate Dean, and Administrative Assistant, ensures all administrative matters are handled in the proper manner.
- Enters substitutions and updates degree plans in Banner. Review and enter necessary substitutions in Banner system. Initiating or up dating degree plans for each student’s individual majors and minors if applicable. Maintain undergraduate student records for substitutions, course overloads, request for late or retroactive drop/resignation
- Initial contact on all incoming telephone calls to the College of Business Administration. Effectively screen calls, evaluating urgency and deciding whether the matter in question can be handled by this office or perhaps be referred elsewhere. Assist students, faculty, staff and advisors with the discretion to relive the Dean of minor administrative matters.
- Independently executes processing of paperwork requiring the Dean’s signature, such as drop slips, administrative delete/add forms, credit by petition, student resignations, manual repeat forms and withdrawal of applications of graduation.
- Coordinator will communicate effectively with administration, faculty, staff, students and external visitors. Coordinator uses good judgment in handling situations that arise with faculty, staff ad students as well as working closely with Administration office and other internal and external entities to the College of Business.
Percentage Of Time
75
Responsibility / Duty
- Process course overrides for all College of Business courses. Ensures accuracy and confidentially of student’s grades, class schedules and personal information.
- Coordinator will submit semester final course/grade reviews for the Dean’s signature prior to commencements.
- Process withdrawal of students not meeting the requirements for department of major or university.
- The coordinator is the contact person for students, faculty, staff as well as general public. Assist students with academic matters, or direct them to their department secretary.
- Maintain and create Axis TV requested advertisement and announcement featured on the College of Business informational monitors.
- Assist the Associate Dean with the internship program. Maintain copies if the internship packet. Collect applications from students, enter in a data base and send out student resumes to companies for possible internship placement.
- Assisting with other duties as needed
Percentage Of Time
25
Posting Detail Information
Minimum Experience Required
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.
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.
Minimum Education Required
Minimum Licenses Required
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.
****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.
Preferred Education
Preferred Experience
Preferred Licenses
Other Preferred Requirements
Physical Demands
Employment Year
Fiscal Year
If Grant Period or Specified Period selected, please specify begin date
If Grant Period or Specified Period selected, please specify end date
Employment Basis
Full-time
Proposed Ending Date (for faculty and grant funded positions)
Posting Date
11/14/2025
Closing Date
11/30/2025
Special Instructions to Applicants
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * AEI: Rate your ability to act with ethics and integrity based on our definition: The ability to be consistent, honest, and a trustworthy steward of State resources.
- 1= I have no experience and/or am uncomfortable acting with ethics and integrity
- 2= I have limited experience or require assistance to act with ethics and integrity
- 3= I can act with ethics and integrity
- 4= I can act with ethics and integrity and help others improve their ability to act with ethics and integrity
- * AEI: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
- * CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.
- 1= I have no experience and/or am uncomfortable communicating effectively
- 2= I have limited experience or require assistance to communicate effectively
- 3= I can communicate effectively
- 4= I can communicate effectively and help others improve their communication
- * CE: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
- * FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided.
- 1= I have no experience and/or am uncomfortable focusing on customers
- 2= I have limited experience or require assistance to focus on customers
- 3= I can focus on customers
- 4= I can focus on customers and help others improve their ability to focus on customers
- * FC: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
- * TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
- 1= I have no experience and/or am uncomfortable thinking critically
- 2= I have limited experience or require assistance to think critically
- 3= I can think critically
- 4= I can think critically and help others improve their ability to think critically
- * TCr: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
- * BST: Rate your ability to build and support teams based on our definition: The ability to combine your actions and efforts with others to work toward achieving a common goal.
- 1= I have no experience and/or am uncomfortable building and supporting teams
- 2= I have limited experience or require assistance to build and support teams
- 3= I can build and support teams
- 4= I can build and support teams and help others improve their ability to build and support teams
- * BST: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
Documents Needed to Apply
Required Documents
Optional Documents
- Resume/CV
- Cover Letter
- Names and Contact Information for a Minimum of THREE References
- Letter of Reference 1
- Letter of Reference 2
- Copy of Transcript
- Other Document
- Other Document
Salary : $28,642 - $49,067
