Undergraduate Coordinator

Overview

Job Location:
0109 A.R. Choppin Hall – Chemistry

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Job Posting Title:

Undergraduate Coordinator

   

Position Type:

Professional / Unclassified

   

Department:

LSUAM Science – Chem – Undergraduate Programs (Kandace Thomas Hurst (00012448))

   

Work Location:

0109 A.R. Choppin Hall – Chemistry

   

Pay Grade:

Professional Hourly

   

Job Description:

The Undergraduate Coordinator is the first point of contact for the Department of Chemistry's Undergraduate instructional program and assists the Director of Undergraduate Laboratories (DUL), who heads the Undergraduate Chemistry Office, and the Associate Chair of Undergraduate Studies (ACUGS). The primary responsibility of this position is the independent coordination and management of the Undergraduate Chemistry Office. This position handles administrative duties at a professional level, relieves the Director and the Associate Chair of the details of daily office management, works with multiple departments/agencies across campus, and requires an in-depth working knowledge of university policies and procedures, automated class scheduling, automated enrollment, and computer information systems that are unique to the mission of our department.

JOB DUTIES

30% Undergraduate Office Support

• Serves as first-line communication with students, faculty, and staff.

• Responsible for the administrative duties of the office, including phone, email, and meeting requests.  

• Maintains the list of undergraduate chemistry majors, including GPA, major GPA, demographics, concentration, email, and other pertinent information.

• Sends out group emails to undergraduate chemistry majors.  

• Provides requested advising materials to faculty advisors.

• Completes degree audits and creates degree pathway flowcharts to help support faculty advisors.

• Enters and processes information for the yearly academic assessment internal and external reports.

• Maintains communication and addresses requests on the LSU chemistry email account.

• Collaborates with the Chemistry Graduate Office for various needs within the undergraduate office.

• Plans and organizes the large group finals for the department.

• Contacts chemistry graduate students concerning their proctoring dates and assignments for group final exams.

• Works with the Director of the Center for Academic Success to promote services and disseminate information about available positions at CAS and Shell Tutorial Center.

• Compiles data on chemistry majors to support the DUL and ACUS in their efforts to create courses, update degree paths, determine course demand, etc.

• Maintains an organized inventory of office supplies and materials used by teaching faculty.

• Digitizes documents.

• Maintains organized electronic records of documents.

• Maintains microphone packs via checking batteries, sanitizing, etc.

• Creates, executes, and enforces policies that ensure streamlined functions and operations of the Chemistry undergraduate office.

• Works with Graphic Copier management to maintain the supplies and upkeep of the first-floor copier, which is used by most of the teaching faculty. 

25% Undergraduate Student Support

• Coordinates all activities in the Undergraduate Chemistry Office.

• Serves as the first contact for all student issues, both academic and non-academic.

• Interacts via email, phone, and in person with students, parents, and others outside of LSU to disseminate information, solve problems, and answer questions.  

• Trains and supervises several student workers.

• Plans several events per semester for undergraduate chemistry majors to promote retention and build relationships.

• Maintains and organizes inventory in the chemistry majors study lounge.  

• Assists students in finding legitimate tutoring, academic, and mental health resources on campus.  

• Works with the departmental Manager of Public Relations and Community Outreach by creating posts and fliers for events and social activities on several social media platforms.

• Provides the Manager of Public Relations with information concerning achievements and accolades for undergraduate chemistry students to be broadcast on social media and in the departmental quarterly newsletter.

• Coordinates the ordering of plaques and awards yearly for undergraduate awards.

• Enters award/ scholarship information into the Blackbaud Award Management (BAM) software.

• Takes training courses (e.g. Lighthouse, Grace, etc.) offered through LSU to better serve students.  

• Submits LSU Cares reports on students of concern and follows up to make sure that the student gets the help that they need.

• Emails students REU opportunities, job opportunities, and information about clubs and conferences.

• Assists current and former students with requests for syllabi.

• Assists students seeking information about prerequisite overrides, purges, wait lists, and grade exclusion policies.

• Determines students’ eligibility for enrollment in Chemistry courses using information from LSU Admissions, advanced standing, and transfer credit.

20% Course Scheduling/Enrollment Management

• Uses Student Workday, Slate, and 25 Live to enter courses, times, rooms, and faculty for each semester’s offerings.

• Maintains an ongoing Excel spreadsheet to keep up with enrollment and wait list tallies.

• Adjusts courses and student schedules as needed.

• Works with the Office of the University Registrar (OUR) to request room reservations and make late course changes.

• Works with various academic counselors across campus to help students enroll in classes.

• Handles prerequisite evaluations and student inquiries regarding eligibility for course registrations.

• Provides faculty credentialing to list appropriate faculty by course in Student Workday as directed by ACUS.

• Assists students needing help enrolling in CHEM 2900, CHEM 3900, and honors courses with special departmental permission.

15% Undergraduate Student Employment Partner (SEP)

• Processes all necessary personnel transactions for undergraduate students in the Workday HCM system. Transactions include, but are not limited to, creating positions, job requisitions, compensation changes, hires, job changes, additional jobs, terminations, completing I-9’s and assisting new hires with onboarding tasks.

• Assists with issues involving payroll and other employment concerns.

• Monitors and manages time for all eligible undergraduate student employees.

10% Special Projects and Other Duties

• Completes tasks as assigned by DUL, ACUS, Department Chair, and/or Dean of CoS, such as gathering and analyzing student and course data across semesters. These projects are often time-sensitive and time-consuming and require independent creativity in problem-solving within available resources.

• Provides additional support by attending meetings with DUL and ACUS to determine how best to meet specified goals.

• Serves on several departmental committees: Undergraduate Advising, Undergraduate Scholarship and Award, and Undergraduate Functions, Outreach, and Recruiting. Distributes exit surveys to all graduating seniors to help improve the experience of undergraduate chemistry majors.  

• Maintains an inventory of LSU Chemistry items and paraphernalia for recruitment efforts.

• Coordinates the packaging and delivery of promotional items to events as requested by faculty (e.g. Girls’ Day at the Museum, 6th Grade Day, You Be the Chemist, ACS Chemistry Olympiad, etc.).

• Assists with other duties as assigned.

Minimum Qualifications

• Bachelor's degree

• 2 years of related experience

• LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply— a degree is not required as long as the candidate meets the required years of experience specified in the job description.

Preferred Qualifications

• Master's degree

• Previous related experience

Special or Physical Requirements:

• Physical ability and eye-hand coordination necessary to use a computer/laptop/iPad.

• Ability to sit and/or stand in the same position for extended periods (3.5 to 4 hours) at a time.

• Ability to communicate clearly and effectively using phone, email, Zoom/Teams or direct contact with individuals (including conducting presentations or trainings and interacting with students/families).

• Minor Contact -This position and/or position's responsibilities require work directly with minors. Finger printing and National Sex Offender Registry check required per FASOP HR-04.

• FERPA – 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 Job Description:

Special Instructions:

Special Instructions
Please provide a cover letter, resume, and three (3) professional references including name, title, phone number, and e-mail address.

Please attach ALL required documents under the “Resume/CV” section of your application.

A copy of your transcript(s) may be attached to your application; however, original transcripts are required before hiring.

Due to the nature of the position and/or position responsibilities this position shall be subject to pre-employment screenings.

For questions or concerns about updating your application with attachments (e.g., resumes, RS:17 documents), date of birth, or reactivating applications, please contact the LSU Human Resources Management Office at 225-578-8200 or email [email protected].

For questions or concerns regarding the status of your application or salary ranges, please contact Amy Commander at [email protected].

   

Posting Date:

May 26, 2025

   

Closing Date (Open Until Filled if No Date Specified):

  

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!

Positions approved to work outside the State of Louisiana shall be employed through Louisiana State University’s partner, nextSource Workforce Solutions, for Employer of Record Services including but not limited to employment, benefits, payroll, and tax compliance. Positions employed through Employer of Record Services will be offered benefits and retirement as applicable through their provider and will not be eligible for State of Louisiana benefits and retirement.

   

Essential Position (Y/N):

   

LSU is an Equal Opportunity Employer.

   

HCM Contact Information: