Administrative Assistant

Jackson State University; Van Winkle (MS); On-site; USD 32,000 - 42,000; Full time

Job summary

Jackson State University’s JSUOnline department seeks an Administrative Assistant to be the initial contact for inquiries, manage daily operations, and coordinate calendars and events.

You'll handle records, budgeting tasks, procurement, travel, and communications while supervising student workers and supporting departmental activities in a dynamic office environment.

Qualifications

• Bachelor's degree preferred or equivalent office experience.
• Proficiency in Microsoft Office Suite and database management systems.
• Strong interpersonal and written communication skills.
• Ability to work independently and handle multiple priorities.
• Excellent organizational, time management, and records maintenance abilities.
• Ability to create, compose, and edit professional written materials.
• Experience with budgeting, expense tracking and basic financial reporting.

Responsibilities

• Serve as the professional first point of contact for JSUOnline.
• Coordinate daily office operations and inventory management.
• Organize calendars, appointments, meetings, and events.
• Maintain departmental records and correspondence routing.
• Monitor two departmental budgets and reconcile transactions weekly.
• Coordinate purchasing, procurement, and travel arrangements.
• Prepare and distribute internal communications and reports.
• Supervise student workers and support staff as needed.
• Contribute to professional development and maintain a secure office environment.

Skills

Interpersonal skills

Time management

Organization

Attention to detail

Independent work

Multitasking

Education

Bachelor's degree preferred

Tools

Microsoft Office

Database management

Job description

The Department of JSUOnline is now accepting applications for its Administrative Assistant position.

• Serve as the professional and courteous first point of contact for JSUOnline, responding to phone calls, emails, mail, visitor inquiries, and directing individuals to the appropriate resources or personnel.
• Coordinate and manage daily office operations, including staff support services, supplies, equipment, and facilities, inventory, maintenance, and other administrative needs. Conduct regular inventory of office supplies, equipment, and materials: monitor inventory levels; and place and track orders to ensure necessary supplies and materials are available to support daily operations.
• Organize calendars, schedule appointments, coordinate meetings, events, orientations, and other departmental activities.
• Manage and maintain departmental records, files, databases, and documentation: screen, prioritize, and route correspondence requests appropriately.
• Manage and monitor two separate departmental budgets governed by distinct funding requirements, policies, and allowable costs guidelines. Prepare, process, track and reconcile financial transactions, invoices, expenditures, and expense reports on a weekly basis. Monitor budget balances and spending activity, maintain supporting documentation, and ensure expenditures comply with applicable funding requirements and approved budgets. Prepare budget updates and financial documentation as needed to support accountability and reporting.
• Coordinate purchasing and procurement activities, including preparing and placing orders, tracking purchases, maintaining supporting documentation, and ensuring purchases comply with applicable institutional and funding source requirements.
• Book travel arrangements and manage related travel documentation, approvals, reimbursement, and records.
• Create, proofread, edit, and distribute internal communications, reports, correspondence and departmental documents.
• Prepare and distribute welcome emails and other communications to online students, providing timely information regarding services, resources, deadlines, and departmental activities.
• Supervise and provide direction to student workers, temporary employees, or other assigned support personnel as needed and assist with overall student service functions.
• Participate in professional development activities and maintain a clean, organized, secure, and professional office environment.
• Requires the ability to occasionally lift items weighing up to 15 pounds.
• Perform other duties as assigned.

• Bachelor's degree preferred or three to five years of office or administrative experience directly related to the duties and responsibilities of the position.
• Ability to make administrative and procedural decisions involving sensitive and confidential information.
• Proficiency in Microsoft Office Suite, and database management systems.
• Strong interpersonal and communication skills, including verbal, written, and visual communication.
• Ability to work independently and effectively with individuals from diverse backgrounds.
• Strong organizational, time management, and records maintenance skills.
• Ability to create, compose, and edit professional written materials.
• Demonstrated ability to manage multiple priorities, meet deadlines, and adjust priorities as needed.
• Experience with budgeting, expense tracking, and basic financial reporting.
• High attention to detail.
• Strong analytical and problem-solving skills.