Office Manager LSU Student Health Center
Louisiana State University invites applications for the position of Office Manager for the Student Health Center. The Office Manager is responsible for managing human resources and search processes, providing administrative support for the entire senior leadership team, serving as the building coordinator, and supporting assessment and accreditation activities for the Student Health Center. The Office Manager should be committed to investing in the integrated care model and advancing the divisional priorities of quality, access and inclusion, mattering and belonging.
GENERAL RESPONSIBILITIES FOR THIS POSITION INCLUDE • Coordinates all searches for the hiring of new employees in the Student Health Center from start to completion. • Works with the divisional Human Resource Analyst to manage all human resources processes for the department. • Provides administrative support for the Executive Director and the leadership functions of all units. • Serves as the building coordinator ensuring building integrity, access and safety and compliance with Environmental Health and Safety. • Supports all quality improvement functions.
OPPORTUNITIES FOR LEADERSHIP Refine and improve search and hiring processes The Office Manager will help implement new hiring and search processes developed by the Division of Student Affairs. The Office Manager will improve internal processes, updating job descriptions, screening potential candidates, creating a candidate-centric experience, and serving as the primary point of contact for applicants. Cultivate strategic relationships LSU is a highly relational place. The Office Manager will cultivate strategic relationships with key staff within the department and the Division of Student Affairs. In strengthening these relationships, there is an opportunity to improve communication and the overall work environment and to facilitate better and more consistent processes.
ATTRIBUTES OF THE SUCCESSFUL CANDIDATE: • Functions as a collegial team player who actively builds authentic and mutually-beneficial relationships, who is able to answer the same question multiple times with a smile, and who maintains a good attitude • Thrives in a fast-paced work environment where responsibilities are consistent but the challenges faced are ever-changing • Solves problems at the lowest level possible • Maintains attention to detail, is organized, and consistent • Communicates effectively with a wide-range of constituents in-person and in writing
ABOUT THE DIVISION OF STUDENT AFFAIRS PRIORITIES: Three priorities guide our work in the Division of Student Affairs: mattering & belonging, inclusion & access and quality. We believe creating a sense of mattering & belonging requires us to ensure every space, place, and interaction communicates to a student that they are home. Being inclusive and accessible in our work means that as our student body begins to more closely reflect the diversity of our state, it is our duty to design programs, services, events, and experiences with everyone in mind. Finally, a commitment to quality is rooted in the belief that LSU students deserve our best effort. Every interaction we have with them should communicate care, relevance, polish, and attention to detail.
RESPONSIBILITIES: Human Resources and Hiring Support (50%) Serves as the human resources originator for the Student Health Center working with the Human Resource Management team and the divisional Human Resource Analyst to post, hire, and onboard new employees. Serves as the search administrator, managing search and hiring processes. Calls recruits, screens candidates, and coordinates virtual and on-campus interviews, and arranges travel. Loads and initiates processes to ensure transactions that impact payroll are completed in a timely manner. Verifies credentials and licensure information for all clinicians. Oversees preceptor student processes, including maintenance of letters of agreement and contracts for other colleges and universities preceptor programs. Conducts basic onboarding and orientation for all professional and classified staff, student employees and residents and interns. Maintains all personnel files, ensuring they are current, organized and accessible. Supports payroll processes for classified and WAE staff and student employees. Administrative Support (25%) Manages the day-to-day calendars, scheduling, and administrative duties for the Executive Director and other members of the Senior Leadership Team. This includes managing the departmental email address, office functions including ordering supplies, staff distribution lists, and serving as the student employment partner. Oversees office contact with visitors, students and staff, including directing callers and visitors to appropriate staff/resources. Reviews correspondence/telephone calls related to urgent/confidential matters and determines appropriate action to be taken. Manages supply purchases and travel arrangements for the administrative office. Facility Management (10%) Serves as the building coordinator and primary contact for Facility Services and project managers. Coordinates maintenance, repair and renovation efforts. Submits and tracks work orders to ensure project quality and completion. Conducts regular facility inspections to ensure facility integrity, safety, cleaning and sanitation. Manages key requests and transfers and assigns and maintains alarm codes. Ensures compliance with Environmental Health and Safety and Office of Risk Management policies and procedures and provides data reports as appropriate. Assessment and Quality Improvement (10%) Supports the Assessment and Billing Manager in all assessment and accreditation functions. Updates policies and procedures and maintains documents required to maintain accreditation. Tracks continuing education and university and departmental mandatory training. Schedules and documents quarterly drills and communicates after action reports. Verifies that incident reports are completed, routed and filed appropriately. Other Duties as Assigned (5%) Other duties as assigned by the Executive Director. These include but are not limited to efforts that support broad divisional and institutional efforts, including at least 40 hours spent helping Student Affairs initiatives, such as Move-In Day and Welcome Week.
MINIMUM QUALIFICATIONS: • Bachelor’s Degree • Three years of experience directly related to human resources, facility management and/or administrative support services.
DESIRED QUALIFICATIONS: • Bachelor’s Degree • Five years of experience directly related to human resources, facility management and/or administrative support services. • Experience with LSU systems and processes. Experience in college student services area.
SPECIAL REQUIREMENTS/EXPECTATIONS: • Safety and security-sensitive positions are defined as those positions where any form of substance abuse may affect University activities through unsafe work behavior/performance or error in judgement; or where substance abuse could jeopardize the safety and well-being of employees, other personnel, or the general public, or cause significant damage to University property. This includes positions requiring firearms, access to controlled substances, handling hazardous material, operating heavy equipment or machinery, etc. These positions are subject to drug screens per PS-67/FASOP HR-04. • This position may be required to report to campus in times of emergency and/or closure per PS-18. • Ability and willingness to work some evening and weekend hours. • As with all LSU employees, due to this position title and/or responsibilities, this position has an obligation to assist students in the acquisition of necessary services. Should a student appear in need of or seek assistance with issues of an emotional, behavioral, or mental health related matter they should be referred to the proper service within the Student Health Center. In situations where the student creates an impression that they are a danger to themselves or others, the advisor should immediately contact the Care Team, the Dean of Students or the appropriate law enforcement agency. The employee outside of those rights contained within FERPA should create no impression of client or patient confidentiality.
Additional Position Information: Background Check - An offer of employment is contingent on a satisfactory pre-employment background check. Benefits - LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!
Essential Position (Y/N): Y LSU is an Equal Opportunity Employer: LSU believes diversity, equity, and inclusion enrich the educational experience of our students, faculty, and staff, and are necessary to prepare all people to thrive personally and professionally in a global society. We celebrate diversity and are committed to the principles of diversity and inclusion. We actively seek and encourage qualified applications from persons with diverse backgrounds, cultures and experiences.
To learn more about how LSU is committed to diversity and inclusivity, please see LSU’s Diversity Statement and Roadmap. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact the Office of Human Resource Management (firstname.lastname@example.org). COVID-19 Vaccine Protocol: LSU requires the COVID-19 vaccine for all students, faculty, and staff or mandatory monthly testing. New employees must either submit proof of vaccination within three (3) days of their official start date, otherwise they will be entered into the mandatory monthly testing protocol beginning in November 2021.
HCM Contact Information: Questions or concerns can be directed to the LSU Human Resources Management Office at 225-578-8200 or emailed HR@lsu.edu