Assistant Archivist Jobs in Baton Rouge, LA (NOW HIRING)

Introduction

Reporting to the head of the legal department, this individual provides administrative support relating to gift agreements, procurement, project contracts and other transactional matters, and coordinates meetings and activities of the governing boards of the LSU Real Estate and Facilities Foundation (REFF).

OverviewReporting to the head of the legal department, this individual provides administrative support relating to gift agreements, procurement, project contracts and other transactional matters, and coordinates meetings and activities of the governing boards of the LSU Real Estate and Facilities Foundation (REFF).

Responsibilities

40% Gift Agreements

• Prepare initial drafts of gift agreements using approved templates.
• Organize relevant information and acquire any additional information needed from LSU Foundation and LSU staff. 
• Route drafts for VP/GC review, development officer review, signatures, and further internal processing. 
• Coordinate acquisition and routing of planned gift realization documentation received from trust and estate administrators. 
• Monitor status of pending matters
• Archive documentation upon completion. 

20% Capital Improvement Projects

• Prepare initial drafts of design and construction contracts using approved templates and review proposed contracts for needed revisions.
• Organize relevant information and acquire any additional information needed from LSU Foundation and LSU staff, consultants, and external parties.
• Coordinate and document REFF, LSU, and other required approvals.
• Route contracts for VP/GC review, signatures, recordation.
• Provide copies of executed contracts to contractor and project team.
• Coordinate approval and payment of invoices.
• Monitor status of pending matters; calendar significant action dates.
• Archive project documentation.
• Draft and file project entity incorporation documents; coordinate LSU notice of formation; file annual reports. 

10% Procurement

• Prepare initial drafts of procurement contracts using approved templates and review proposed contracts (purchase orders, service agreements, etc.) for needed revisions.
• Organize relevant information and acquire any additional information needed from LSU Foundation staff.
• Coordinate and document confirmation of funding availability and other required approvals.
• Route documents for VP/GC review, authorized LSU Foundation signature and external signatures.
• Calendar reminders of auto-renewal notice dates.
• Archive contract documentation.
• Process Legal Office expense reports.
• Monitor Legal Office budget tracker.

10% Board Administration

• Coordinate board and committee meeting agendas and notices.
• Prepare initial draft of resolutions for VP/GC review.
• Attend meetings in person while facilitating virtual meetings via Zoom. 
• Prepare initial draft of Board and Governance Committee minutes and review committee minutes prepared by other staff; route for VP/GC review. 
• Coordinate email approval of resolutions.
• Archive agendas, resolutions and minutes.
• Maintain governance documents and policies in codified form, incorporating revisions. Monitor compliance review schedule.
• Maintain Board Resources in OnBoard.
• File annual reports. 

10% Complete projects/reports and other assigned tasks as requested by VP/GC.

5% Insurance

• Serve as liaison with the LSU Foundation’s insurance broker.
• Prepare for annual insurance renewal, acquiring and providing information needed for renewal applications, and preparing a comparison of coverages and premiums. Provide broker with updates for new legal entities, properties, and authorized drivers.
• Monitor out-of-state workers comp policies and registrations.
• Archive policies, binders and related documents.
• Obtain VP/GC approval of premium invoices; route for payment; confirm payment.

5% Solicitation and Business Registrations

• Gather requested information for registrations; confirm accuracy with VP/GC.
• Monitor filings and fees; confirm accuracy of invoices for VP/GC approval.

Requirements

Qualifications Required:

• Bachelor’s degree in business or a related field from an accredited college or university
• Professional experience providing administrative support
• Proficient level in Microsoft Office (Outlook, Word, PowerPoint, Teams), Adobe Acrobat Pro, Zoom

Qualifications Preferred:

• Previous work experience in legal, construction, purchasing, or program/regulatory compliance fields
• Previous paralegal experience
• Previous work experience in a university environment. 
• Ability to handle confidential information with discretion 
• Ability to be adaptable to competing demands 

Competencies:

• Critical Thinking: Practices objective rather than subjective modes of reasoning and action. Maintains perspective when assessing qualitative and quantitative information. Appropriately challenges and questions common beliefs. 
• Relationship Building: Develops, maintains, and strengthens relationships with others outside of the organization.  
• Attention to Detail/Accuracy: Focuses on paying attention to all details and aspects of a job or process to avoid substandard outputs.
• Collaboration: Works collegially with others, cooperating in both interpersonal and team relationships; fosters enthusiasm and maintains mutual trust, candor, and respect. 
• Adaptability: Responds to changing circumstances by being innovative and altering behavior to better fit different situations; successfully working with new colleagues; willing to be flexible; remains calm in stressful situations.
• Effective Communication: Shares and receives information using clear oral, written, and interpersonal communication skills. 
• Emotional Intelligence: Identifies and manages the emotions of self and the emotions of others. 
• Professionalism: Thinks carefully about the likely effects on others of one’s words, actions, appearance, and mode of behavior. 
• Tenacity: Achieves a desired outcome in the face of setbacks, obstacles, or challenging circumstances.
• Timely Decision Making/Judgment: Demonstrates the ability to make judicious and effective decisions. 

Supervisory Responsibilities

This position has no supervisory responsibilities. 

Work Environment Requirements

• This position is primarily performed in a professional office environment.
• The role routinely uses standard office equipment, including computers, telephones, printers, and related technology.
• The position may involve occasional travel, meetings, or attendance at events, as applicable to the role.
• Work hours are generally standard business hours, with occasional evening or weekend work as needed.

Physical Demands

While performing the essential functions of this job, the employee may be required to: 

• Sit for extended periods of time
• Stand or walk occasionally
• Use hands and fingers to operate a computer keyboard, mouse, and other office equipment
• Communicate clearly in person, by phone, and electronically
• Lift or move materials weighing up to 20 pounds occasionally (if applicable)

The physical demands and work environment characteristics described here are representative of those required to perform the essential functions of the job. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act (ADA).