ADMINISTRATIVE PROGRAM SPECIALIST-A

About This Job

Join our team of exceptional faculty and staff! Louisiana Tech University is currently accepting applications for the position of Administrative Program Specialist-A. Louisiana Tech University is committed to fostering a diverse and inclusive workforce where students, faculty, and staff learn and work in an environment of openness and acceptance. We strive to create a culture where people of all backgrounds, identities, and perspectives feel respected, valued, and welcome. This is an exciting opportunity to become part of the Forest Products Innovation Center, a leader in forestry education, research, and innovation. The Center features four chemistry and analytical laboratories, an engineered wood products laboratory, and a wood products testing laboratory. These facilities support the advancement of innovative wood-based applications, with a focus on enhancing education and promoting the sustainability of forests and forest-related industries.

About the Role

The Administrative Program Specialist-A serves as the primary administrative support professional for the Director of the Forest Products Innovation Center. This position coordinates and manages a variety of administrative functions, including budget and fiscal operations (billing, accounts payable, accounts receivable, and purchasing), contracts and grants, personnel support, inventory control, mail operations, facility coordination, and vehicle management.

Responsibilities

• Serve as the primary point of contact and information resource for FPIC operations.
• Cook up and track personnel actions, including appointments, overloads, professional service contracts, and travel authorizations.
• Coordinate and oversee incoming and outgoing communications, including mail, phone calls, and correspondence.
• Draft, edit, and prepare memoranda and other communications.
• Cook up and oversee administrative support functions, including purchasing supplies, equipment, and services.
• Administer the Concord electronic contract management system for FPIC agreements.
• Draft and edit contract documents, secure necessary approvals, and process new contracts and amendments.
• Aid external partners with system access and usage.
• Maintain organized records of all contracts and agreements.
• Manage invoicing and accounts receivable for industry-sponsored research.
• Verify and process invoices, prepare accounting entries for the Comptroller's Office, and assist with fiscal year-end reporting.
• Monitor outstanding accounts and coordinate collections as needed.
• Support preparation of bid specifications and related contractual documents.
• Cook up and onboard student workers and graduate research assistants funded through contracts and grants.
• Enter employment data in Workday and maintain payroll records.
• Provide orientation for student employees.
• Maintain property inventory records and databases of active research projects.
• Track and report on licensed vehicles associated with FPIC.
• Manage proficiency in office software, including Microsoft Word, Excel, and Adobe applications, as well as other tools necessary for administrative support.
• Manage the FPIC office calendar and the Director's schedule.

Requirements

• Three years of experience in administrative services; OR
• Six years of full-time work experience in any field; OR
• A bachelor's degree.

Qualifications

• Experience Substitution: Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Benefits

• Competitive pay
• Variety of benefits
• Professional development training
• Promotional opportunities

Contact Information

Louisiana Tech University, Office of Human Resources
P.O. Box 3173
Ruston, LA 71272
Phone: 318-257-2235
Fax: 318-257-2482
Louisiana Tech University is an AA/ADA/EEO employer. Louisiana Tech recruits, selects, employs and promotes without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, political affiliation, age, disability, veteran status, or genetic information in its admission and recruitment of students, educational programs, and activities, or employment policies.