Administrative Assistant

Mississippi University for Women; Columbus (MS); On-site; USD 28,000 - 38,000; Full time

Job summary

Mississippi University for Women in Columbus, MS is seeking a friendly receptionist and administrative assistant for the Department of Art and Design. You will be the first point of contact, welcoming students and visitors and handling calls and correspondence.

Key duties include opening and sorting mail, composing letters and reports, managing files and record retention, scheduling appointments, and assisting with orientation and tours for prospective students.

Qualifications

• High school diploma or GED required; some college coursework and/or practical knowledge required
• Requires more than 1 year of administrative/ or similar experience in a professional office environment

Responsibilities

• Serve as initial point of contact for the Department of Art and Design.
• Answer calls, route messages, greet and direct visitors and students.
• Open, sort, and distribute mail.
• Compose and type general correspondence, letters, reports, and other related documents.
• Maintain departmental files and record retention procedures.
• Schedule tours and assist with orientation.

Skills

Microsoft Office

Communication

Organization

Collaboration

Education

HS diploma or GED

Job description

• Serves as the initial point of contact and office receptionist for the Department of Art and Design; provides administrative support, routes calls, greets and directs visitors and students, answers program questions.
• Opens, sorts, and distributes mail.
• Composes and types general correspondence, letters, reports, and other related documents.
• Orders studio course lab supplies and equipment each semester; requests payments for honorariums.
• Assists chair with monitoring departmental budget and oversees budget adjustments and budget transfers.
• Enters and monitors purchase orders and requisitions.
• Submits work orders for maintenance and repairs at Summer Hall, conducts building walk-through each semester.
• Establishes and maintains filing system, following record retention procedures.
• Maintains adequate level of office, equipment, mail supplies and other inventory; orders when needed.
• Maintains student academic records and student advisee lists for the program.
• Maintains appropriate forms for all students’ needs, assisting with information and execution.
• Assists with orientation and/or preregistration.
• Handles prospective student calls and schedules tours.
• Maintains necessary program forms and processes.
• Maintains all program calendars; assists program director by scheduling appointments.
• Takes minutes at meetings.
• Oversees the gallery insurance.
• Helps with on-boarding of faculty and staff, requests keys.
• Opens and locks the building each day; unlocks and locks the gallery and computer lab each day.
• Performs other reasonable duties as assigned.

Minimum Qualifications

Education & Experience:

• High school diploma or GED required; some college or technical school coursework and/or practical knowledge required
• Requires more than 1 year of administrative/ or similar experience in a professional office environment

Other Skills & Abilities

• Proficient with Microsoft Office Suite
• Strong communication and interpersonal skills
• Ability to organize and prioritize work
• Ability to work collaboratively with students, employees, etc. throughout the campus community

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and regularly required to use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 60 pounds with a dolly. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.

Job Description Summary

Performs receptionist, administrative and office management duties required for the operation of the Department of Art and Design.

Hours of Availability

Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?
  • MUW Departmental Announcement
  • MUW Human Resources Office
  • MUW Website
  • Mississippi Employment Service
  • Local Newspaper
  • In-state Newspaper
  • Out-of-state Newspaper
  • The Chronicle of Higher Education
  • HigherEdJobs.com
  • Friend
  • Journal/Periodical
  • Off-campus Recruitment
  • Women/Minority Publication
  • Contacted by department and invited to apply
  • Other
  • The Academic Network (TAN)
• * Are you currently authorized to work in the United States? (Proof of Citizenship or Immigration status will be required upon offer of employment)
  • Yes
  • No
• * If hired, would you need sponsorship or work authorization to work for MUW now or in the future? (NOTE: MUW does not sponsor employment visas.)
  • Yes
  • No