McNeese State University
Academic and Operations Coordinator
McNeese State University, Lake Charles, Louisiana, us, 70612
Position Overview
MCNEESE STATE UNIVERSITY invites applicants to apply for the position of Academic and Operations Coordinator in the Department of Engineering and Computer Science. This is a full-time, 12-month, unclassified position. The appointment is available immediately.
Position Details Position Number: U99146
Reporting Authority: Department Head
Salary Range: $38,000
Deadline: Open until filled
Application Process and Materials Applicants MUST complete an electronic application and upload the required documents listed below to ensure full consideration:
Letter of Application (Cover Letter)
Resume
Three (3) Professional References (include: name, phone number, and email address)
Unofficial Transcripts
Additional Requirements ALL JOB OFFERS ARE CONTINGENT UPON THE SUCCESSFUL RESULT OF A CRIMINAL BACKGROUND CHECK AND RECEIPT OF TRANSCRIPT(S) IF APPLICABLE.
How to Apply To apply for this vacancy, click on the "APPLY" button at the top of the advertisement to complete the 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. * Required application materials WILL NOT be accepted after the deadline, if applicable. Applications may be rejected if incomplete.
Contact Information Chair:
Dr. Srinivasan Ambatipati at sambatipati@mcneese.edu
HR Analyst:
Kim Dronett, Office of Human Resources, McNeese State University (Email: kdronett@mcneese.edu, Voice: (337) 475-5413, TDD: (337) 562-4227)
Responsibilities
Prepare and process workload, overload, and visiting lecturer paperwork for faculty and staff.
Facilitate the hiring process for student workers, graduate assistants, visiting lecturers, and new faculty; coordinate onboarding activities.
Oversee timesheet submission, ensuring visiting lecturers, faculty and student sign timesheets.
Maintain accurate and up-to-date faculty records, including syllabi, office hours, and personnel documentation.
Assist with internal communications and maintain faculty-related documentation and ensure confidentiality.
Manage the travel process for faculty and staff, including submitting travel requests and processing reimbursements. Ensure all travel arrangements comply with university policies and budget guidelines.
Process purchase orders and reimbursement requests for both departmental and grant related expenses. Follow state and university guidelines specific to those functions including maintaining appropriate documentation.
Assist Endowed Professorship holders with reimbursements and management of EP.
Submit and track requisitions and various documents as required by university policy.
Complete and submit Supplemental Pay Form A and B for ENCS Faculty.
Prepare and process petty cash reimbursements. Submit appropriate documents to Accounting department.
Ensure that equipment maintenance contracts are current.
Report equipment malfunction in a timely manner
Serve as Building Coordinator for the Drew Hall and the Engineering/Technology Labs (ETL); act as the primary contact for facilities management, maintenance, and safety procedures.
Address maintenance issues and coordinate facility-related projects.
Manage room reservations for classes, meetings, and events in Drew Hall and Engineering/Technology Labs (ETL) spaces.
Manage departmental office supplies, equipment, and assets; ensure proper documentation and coordinate surplus or replacement needs.
Collaborate with vendors and external partners as needed to support departmental operations.
Respond to student inquiries related to department administrative processes, such as questions about course offerings and course rotations.
Provide administrative support for departmental program events, communications, and student engagement initiatives in coordination with the Department Head, Assistant Department Head, and Academic and Operations Specialist.
Utilize Ellucian Banner to input data for requisitions, course-related processes, and other administrative tasks.
Enter class schedule and make any changes needed.
Enter pre-req/overrides for students.
Collect and submit Application for Degree forms and Degree Certification forms.
Maintain and prioritize Department Head’s appointment calendar.
Manage Industry Advisory Board, Faculty Meetings and any special meetings luncheons.
Receive ENCS mails, shipping materials from warehouse and testing room packages and manage the mail room.
Manage the ENCS Breakroom and copy room with needed supplies including purchases from local stores and able to lift 20 lbs.
Manage the storage room spaces with proper labeling and organizing for easy access.
Assist Department Head in managing Department on-campus and off-campus events.
Lock Department suite/Conference Room before leaving each day unless otherwise being used after hours.
Assist ENCS Faculty/Staff/Students/Visitors in a professional manner.
Maintain collegiality with other departments faculty and staff by being an ambassador for ENCS.
Complete other duties as deemed essential by the Department Head.
Qualifications
Bachelor’s degree required.
Experience in an advanced administrative role, with a strong preference for experience in an academic environment.
Proficiency in MS Office and related software; Ellucian Banner, DegreeWorks, and Argos is strongly preferred.
Excellent written, verbal, and interpersonal communication skills, with a focus on professionalism and attention to detail.
Exceptional organizational, problem-solving, and multitasking abilities, with a demonstrated ability to handle complex tasks and responsibilities.
High level of initiative and independent work ethic, with the ability to work collaboratively with faculty, staff, and leadership.
Demonstrated ability to manage multiple priorities in a fast-paced, dynamic academic setting, while maintaining accuracy and meeting deadlines.
Legal and Equal Employment Information McNeese State University, located in Lake Charles, Louisiana, is a public university and a member of the University of Louisiana System. Under Louisiana law, applications and all supporting materials will become public record. All applicants are expected to submit complete and accurate materials as specified in the position announcement. A background check and an English Proficiency assessment (Faculty Only) will be conducted on selected finalists. We comply with Louisiana Revised Statute 49:1001, et seq, and State of Louisiana Executive Order 98-38, which provides for drug testing of employees, appointees, prospective employees, and prospective appointees. Prospective employees and employees are informed if a drug test is required.
McNeese State University is an AA/EEO/ADA employer committed to excellence through diversity and a SAME agency (State as a Model Employer for People with Disabilities) for the State of Louisiana.
Persons needing reasonable accommodations as provided by the Americans with Disabilities Act should contact the ADA Coordinator, Krisshunn Youngblood, Office of Campus Compliance and Civility at (337) 475-5428 or kyoungblood@mcneese.edu.
The Immigration Reform and Control Act of 1986 requires McNeese State University to inform applicants that the University can employ only U.S. citizens and aliens lawfully authorized to work in the U.S. Each new employee is required to present documentation verifying his/her identity and right to accept employment. McNeese participates in E-Verify.
Louisiana Revised Statute 42:31 – "Eligibility requirements for certain unclassified employees" – requires any person hired or employed in an unclassified position, whose annual salary or rate of compensation is equal to or exceeds one hundred thousand dollars, provide proof to his public employer that he has been issued a Louisiana driver’s license and that all vehicles registered in his name are registered in Louisiana within thirty days of being hired or employed at such salary.
Transcripts from Foreign Universities: Prospective faculty submitting transcripts from foreign universities or schools must have the coursework evaluated for equivalency to United States-accredited coursework by a University-approved agency. The prospective faculty member is responsible for the cost of the evaluation. McNeese typically accepts evaluations by World Education Services (www.wes.org) or Educational Credential Evaluators, Inc. www.ece.org.
#J-18808-Ljbffr
Position Details Position Number: U99146
Reporting Authority: Department Head
Salary Range: $38,000
Deadline: Open until filled
Application Process and Materials Applicants MUST complete an electronic application and upload the required documents listed below to ensure full consideration:
Letter of Application (Cover Letter)
Resume
Three (3) Professional References (include: name, phone number, and email address)
Unofficial Transcripts
Additional Requirements ALL JOB OFFERS ARE CONTINGENT UPON THE SUCCESSFUL RESULT OF A CRIMINAL BACKGROUND CHECK AND RECEIPT OF TRANSCRIPT(S) IF APPLICABLE.
How to Apply To apply for this vacancy, click on the "APPLY" button at the top of the advertisement to complete the 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. * Required application materials WILL NOT be accepted after the deadline, if applicable. Applications may be rejected if incomplete.
Contact Information Chair:
Dr. Srinivasan Ambatipati at sambatipati@mcneese.edu
HR Analyst:
Kim Dronett, Office of Human Resources, McNeese State University (Email: kdronett@mcneese.edu, Voice: (337) 475-5413, TDD: (337) 562-4227)
Responsibilities
Prepare and process workload, overload, and visiting lecturer paperwork for faculty and staff.
Facilitate the hiring process for student workers, graduate assistants, visiting lecturers, and new faculty; coordinate onboarding activities.
Oversee timesheet submission, ensuring visiting lecturers, faculty and student sign timesheets.
Maintain accurate and up-to-date faculty records, including syllabi, office hours, and personnel documentation.
Assist with internal communications and maintain faculty-related documentation and ensure confidentiality.
Manage the travel process for faculty and staff, including submitting travel requests and processing reimbursements. Ensure all travel arrangements comply with university policies and budget guidelines.
Process purchase orders and reimbursement requests for both departmental and grant related expenses. Follow state and university guidelines specific to those functions including maintaining appropriate documentation.
Assist Endowed Professorship holders with reimbursements and management of EP.
Submit and track requisitions and various documents as required by university policy.
Complete and submit Supplemental Pay Form A and B for ENCS Faculty.
Prepare and process petty cash reimbursements. Submit appropriate documents to Accounting department.
Ensure that equipment maintenance contracts are current.
Report equipment malfunction in a timely manner
Serve as Building Coordinator for the Drew Hall and the Engineering/Technology Labs (ETL); act as the primary contact for facilities management, maintenance, and safety procedures.
Address maintenance issues and coordinate facility-related projects.
Manage room reservations for classes, meetings, and events in Drew Hall and Engineering/Technology Labs (ETL) spaces.
Manage departmental office supplies, equipment, and assets; ensure proper documentation and coordinate surplus or replacement needs.
Collaborate with vendors and external partners as needed to support departmental operations.
Respond to student inquiries related to department administrative processes, such as questions about course offerings and course rotations.
Provide administrative support for departmental program events, communications, and student engagement initiatives in coordination with the Department Head, Assistant Department Head, and Academic and Operations Specialist.
Utilize Ellucian Banner to input data for requisitions, course-related processes, and other administrative tasks.
Enter class schedule and make any changes needed.
Enter pre-req/overrides for students.
Collect and submit Application for Degree forms and Degree Certification forms.
Maintain and prioritize Department Head’s appointment calendar.
Manage Industry Advisory Board, Faculty Meetings and any special meetings luncheons.
Receive ENCS mails, shipping materials from warehouse and testing room packages and manage the mail room.
Manage the ENCS Breakroom and copy room with needed supplies including purchases from local stores and able to lift 20 lbs.
Manage the storage room spaces with proper labeling and organizing for easy access.
Assist Department Head in managing Department on-campus and off-campus events.
Lock Department suite/Conference Room before leaving each day unless otherwise being used after hours.
Assist ENCS Faculty/Staff/Students/Visitors in a professional manner.
Maintain collegiality with other departments faculty and staff by being an ambassador for ENCS.
Complete other duties as deemed essential by the Department Head.
Qualifications
Bachelor’s degree required.
Experience in an advanced administrative role, with a strong preference for experience in an academic environment.
Proficiency in MS Office and related software; Ellucian Banner, DegreeWorks, and Argos is strongly preferred.
Excellent written, verbal, and interpersonal communication skills, with a focus on professionalism and attention to detail.
Exceptional organizational, problem-solving, and multitasking abilities, with a demonstrated ability to handle complex tasks and responsibilities.
High level of initiative and independent work ethic, with the ability to work collaboratively with faculty, staff, and leadership.
Demonstrated ability to manage multiple priorities in a fast-paced, dynamic academic setting, while maintaining accuracy and meeting deadlines.
Legal and Equal Employment Information McNeese State University, located in Lake Charles, Louisiana, is a public university and a member of the University of Louisiana System. Under Louisiana law, applications and all supporting materials will become public record. All applicants are expected to submit complete and accurate materials as specified in the position announcement. A background check and an English Proficiency assessment (Faculty Only) will be conducted on selected finalists. We comply with Louisiana Revised Statute 49:1001, et seq, and State of Louisiana Executive Order 98-38, which provides for drug testing of employees, appointees, prospective employees, and prospective appointees. Prospective employees and employees are informed if a drug test is required.
McNeese State University is an AA/EEO/ADA employer committed to excellence through diversity and a SAME agency (State as a Model Employer for People with Disabilities) for the State of Louisiana.
Persons needing reasonable accommodations as provided by the Americans with Disabilities Act should contact the ADA Coordinator, Krisshunn Youngblood, Office of Campus Compliance and Civility at (337) 475-5428 or kyoungblood@mcneese.edu.
The Immigration Reform and Control Act of 1986 requires McNeese State University to inform applicants that the University can employ only U.S. citizens and aliens lawfully authorized to work in the U.S. Each new employee is required to present documentation verifying his/her identity and right to accept employment. McNeese participates in E-Verify.
Louisiana Revised Statute 42:31 – "Eligibility requirements for certain unclassified employees" – requires any person hired or employed in an unclassified position, whose annual salary or rate of compensation is equal to or exceeds one hundred thousand dollars, provide proof to his public employer that he has been issued a Louisiana driver’s license and that all vehicles registered in his name are registered in Louisiana within thirty days of being hired or employed at such salary.
Transcripts from Foreign Universities: Prospective faculty submitting transcripts from foreign universities or schools must have the coursework evaluated for equivalency to United States-accredited coursework by a University-approved agency. The prospective faculty member is responsible for the cost of the evaluation. McNeese typically accepts evaluations by World Education Services (www.wes.org) or Educational Credential Evaluators, Inc. www.ece.org.
#J-18808-Ljbffr