Job Details

Administrative Assistant

The Administrative Assistant will work to provide administrative support in and coordinate the administrative function of a large and complex division, department, or unit.

Salary Grade: 11

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Essential Duties and Responsibilities:

The Administrative Assistant will work to provide administrative support to the Department Head and program faculty. The position will initiate and coordinate the administrative functions required in effective implementation of the administrative policies of the program.

• Administrative Support for the needs of the Department Head, faculty members, and program in general.

• General Staff Responsibilities

More specifically:

• Performs a wide variety of clerical duties which could be confidential in nature; operates personal computer to perform basic to complex typing assignments to include: enter data, draft, edit, revise, and print letters, tables, reports, and other materials.
• May greet and direct visitors, when appropriate; resolve routine administrative problems and answer inquiries concerning activities and operations of department/division.
• May answer telephone, route calls, take messages, and provide general information.
• Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
• May establish, maintain, and update files, databases, records (including confidential student records), and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
• May sort, screen, and distribute incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles and operates a variety of office equipment.
• May arrange meetings and conferences, schedules, interviews, appointments, and perform other duties related to maintaining one or more individual schedules.
• May order, stock, and distribute office supplies as well as managing inventory and ordering supplies for Physical and Clinical Assessments.
• Document, distribute, and maintain faculty and committee minutes.
• May instruct and oversee the activities of student employees performing the same type of work.
• Performs miscellaneous job-related duties as assigned.
• Assist with process of Admissions as needed/requested.
• Manage and keep shared group calendar current and up to date.

Minimum Qualifications:

Education: High school diploma

Experience (yrs.): 4-6 years Directly related to the duties and responsibilities specified.

Substitution allowed: Indicated education is required; no substitutions allowed. When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Preferred Qualifications:

1. Bachelor's degree in accounting or business.

2. Experience in fund accounting.

Knowledge, Skills, and Abilities:

* Excellent written and verbal communication skills.

* Working knowledge of word processing, spreadsheet, and database software packages.

Working Conditions and Physical Effort:

* Work is normally performed in a typical interior/office work environment.

* No or very limited exposure to physical risk.

* No or very limited physical effort required.

* Vision requirements: Ability to see information in print and/or electronically.

Instructions for Applying:

All applicants must apply online by submitting a cover letter, resume, and contact information for three professional references.

Equal Employment Opportunity Statement:

Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law.

If you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: (662) 325-3713 or ada@hrm.msstate.edu.