Administrative Officer (2 Openings) Position Available In Caddo, Louisiana

Saturday, June 14, 2025 Career Opportunities – Administrative Officer (2 Openings)
Position Details
Expiration Date
6/19/2025
Department
MC Pathology
Position Type
Professional
Location
Shreveport
Description This position will work in an administrative capacity for the Department of Pathology & Translational Pathobiology. The incumbent will provide high-level administrative support to the Chairman, Vice Chairman, and faculty ensuring efficient operation of the department. This position involves performing a wide range of duties, including managing schedules, coordinating meetings and travel arrangements, drafting correspondence, handling faculty evaluations, and maintaining accurate records. The role also includes overseeing department finances, processing invoices, tracking budgets, and assisting with recruitment and onboarding of new faculty members. Incumbent must have good management, communication, and organizational skills, as well as a strong ability to think critically. A high level of technical computer skills is also required. Incumbent must be able to work independently and to establish priorities for the on-going work of this office. This position is supervised directly by the Business Manager with functional direction from the Department Chairman. Regular attendance is required to perform the functions of this position. Incumbent will maintain a customer-oriented awareness in acknowledging and responding to needs as they occur so that customer satisfaction is met at all times. Essential Position Functions & Duties 95% Administrative Responsibilities Perform advanced secretarial and administrative duties for the Chairman, Vice Chairman, and faculty members of the Department of Pathology & Translational Pathobiology, supporting coordination and day-to-day operations.
Draft and manage responses to inquiries from lawyers, doctors, and other external parties, addressing requests for information and facilitating communication for the department.
Organize and maintain detailed calendars for the department leadership, scheduling meetings and appointments and coordinating necessary resources. Ensure smooth functioning of the department by reserving rooms and organizing departmental events.
Coordinate travel arrangements for the Chairman, Vice Chairman, faculty, and guest speakers, including transportation, accommodations, and preparation of travel documentation such as prior approvals, expense vouchers, and LSUHS Foundation check requests.
Process and track department invoices and payments, including travel reimbursements, licenses, and memberships, ensuring all required documentation is submitted accurately and in a timely manner for approval.
Assist the Chairman with the annual faculty evaluation process by preparing and typing evaluation forms for full-time, part-time, and gratis faculty, scheduling meetings, and tracking evaluation progress.
Draft, organize, and process Promotion and Tenure packets for faculty, ensuring all materials are accurate, complete, and submitted on time.
Transcribe Independent Medical Evaluations (IME), meetings, and non-medical dictation as requested by the Chairman, Vice Chairman, and faculty, ensuring clarity and accuracy in all documents.
Act as a liaison between the Chairman, Vice Chairman, faculty, and other departments when needed, ensuring effective communication and addressing any administrative needs.
Coordinate the logistics of educational events, visiting speakers, and symposiums, including scheduling, securing venues, managing participant registrations, and organizing any related entertainment or functions.
Manage the procurement process for the department, including ordering office supplies, equipment, and books and handling requests for payments related to memberships, licenses, and other necessary subscriptions.
Maintain and update accurate records for faculty credentials, medical licenses, staff applications, and certifications, ensuring compliance with institutional and regulatory requirements.
Oversee personnel paperwork for faculty, including preparing offer letters, contracts, immigration documentation, and other administrative forms as part of the recruitment and onboarding process.
Track and monitor department budgets, including reconciling accounts and ensuring adherence to financial guidelines. Assist in the yearly budgeting process and provide support for managing project financials.
Prepare payroll documentation, reimbursement paperwork, and direct pay requests, ensuring all necessary approvals are obtained and financial transactions are processed accurately and on time.
Facilitate onboarding of new faculty, including ordering lab coats, securing office keys, processing ID badge requests, and ensuring new hires are set up with necessary services and resources.
Monitor time and attendance for department faculty and staff, ensuring all timesheets are properly completed, signed, and processed for accurate payroll distribution.
Maintain an organized inventory of departmental supplies and equipment, overseeing the ordering process and ensuring that the supply room is kept stocked and well-organized.
Handle the processing, sorting, and distribution of incoming and outgoing mail, ensuring that important documents are prioritized and appropriately routed to the Chairman, Vice Chairman, or faculty for action.
Support special projects and assist other department personnel as needed, providing critical administrative support and collaborating with the Business Manager on various departmental initiatives.
Non-Essential Position Functions & Duties 5% Marginal Functions (5%) Performs other related duties and responsibilities as assigned.
Qualifications Applicant must meet one of the following qualifications: Bachelor’s degree from an accredited university in business, education, or a related field with at least two (2) years of professional post-graduate experience in a professional setting.
Associate’s degree from an accredited university in business, education, or a related field with at least five (5) years of professional post-graduate experience in a professional setting.
High School diploma with at least ten (10) years of professional post-graduate experience in a professional setting.
Preferred Qualifications
Master’s degree from an accredited program in Accounting, Business, Public Administration, Finance, or a related area.
Specific budget experience in state or academic healthcare setting.

Additional Position Information PSN/PER Number:

PSNs 58917 and 58918/PERs 255 and 257

Salary Range:

$50,000 – $70,000

Primary Location:

Shreveport, LA (on-site position) About the School The LSU Systems Office has provided LSU Health-Shreveport employees with excellent benefit options designed with you and your dependents in mind. Our Benefits Section is available between 8:00 a.m. and 4:30 p.m., Monday through Friday, to help answer any questions you might have about these benefits. Salary is commensurate with experience and training
Generous Health, Dental, and Vision Insurance
Life Insurance
Long-Term Disability Insurance
Accidental Death & Dismemberment Insurance
Flexible Spending Account
Optional Retirement Plans