Administrative Assistant I

Mississippi State University; Mississippi; On-site; USD 32,000 - 42,000; Full time

Job summary

Mississippi State University seeks an Administrative Assistant to support the Head Start and Early Head Start leadership team. The role involves managing records, coordinating meetings, supporting purchasing and fiscal processes, and preparing reports and correspondence while upholding confidentiality and professional service.

Responsibilities include calendar management, board support, document filing, and handling mail and office operations.

Qualifications

• High school diploma or GED required.
• Experience: one year related to duties listed.

Responsibilities

• Provide administrative and clerical support to program leadership and staff.
• Prepare, edit, and distribute correspondence, reports, forms, presentations, and other documents.
• Maintain program calendars and coordinate meetings, trainings, and appointments.
• Maintain confidential personnel, governance, and program records; ensure compliance.
• Process receipts, invoices, and other fiscal documentation; assist procurement and inventory.
• Support Board and Policy Council meetings with materials, minutes, and governance records.

Job description

Position Function:

The Administrative Assistant provides administrative, clerical, and operational support to the Head Start and Early Head Start leadership team to ensure the efficient day-to-day operation of program services. This position is responsible for maintaining records and personnel files, coordinating meetings and schedules, supporting purchasing and fiscal processes, preparing reports and correspondence, and assisting with organizational and communication activities that support program compliance and effectiveness. The Administrative Assistant serves as a key resource in maintaining accurate documentation, office organization, and administrative systems while ensuring confidentiality and professional customer service.

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.

Anticipated Appointment Date:

July 2026.

Essential Duties and Responsibilities:

The Administrative Assistant provides administrative, clerical, and operational support to the Head Start and Early Head Start leadership team to ensure the efficient and effective operation of program services. This position supports daily office functions, maintains records and documentation, assists with purchasing and fiscal processes, coordinates meetings and schedules, and provides customer service to staff, families, and community partners. The Administrative Assistant is responsible for maintaining accurate records, supporting program compliance, and ensuring administrative systems are organized and functioning effectively.

• Provide administrative and clerical support to program leadership and administrative staff.


• Prepare, edit, and distribute correspondence, reports, forms, presentations, and other program documents.


• Answer and route telephone calls, greet visitors, and respond to routine inquiries in a professional manner.


• Coordinate meetings, trainings, interviews, appointments, travel arrangements, and program schedules.


• Maintain program calendars and support day-to-day office operations.


• Establish, organize, and maintain confidential personnel, governance, and program records.


• Ensure employee files contain required documentation, including health screenings, background checks, and other compliance-related records.


• Enter, maintain, and update information in databases, tracking systems, and filing systems.


• Compile data and prepare recurring reports and documentation as requested.


• Collect, organize, and process receipts, invoices, purchase requests, and other fiscal documentation.


• Assist with procurement activities, inventory management, and coordination with vendors and suppliers.


• Support Board and Policy Council meetings by scheduling meetings, preparing materials, recording minutes, and maintaining governance records.


• Manage incoming and outgoing mail, distribute materials, and maintain document libraries and office files.


• Order, stock, and monitor office supplies and equipment.


• Maintain a professional, organized, and welcoming office environment.


• Protect the confidentiality of sensitive employee, child, family, and program information.


• Participate in required meetings, trainings, and professional development activities.


• Perform other duties as assigned to support the goals and objectives of the Head Start and Early Head Start program.

Minimum Qualifications:

Education: High school education or GED.

Experience: One (1) year of experience directly related to the duties and responsibilities listed above.

Licensure: Valid driver’s license & reliable form of transportation.

• Physical exam and background checks are required for this position.

Preferred Qualifications:

• AA/AS in business or a related field preferred


• Passion for helping children and families.

Knowledge, Skills, and Abilities:

• Proficient with Microsoft Office Programs.


• Strong organizational and time-management skills.


• An independent thinker with the ability to communicate effectively, both orally and in writing.


• The ability to meet changing deadlines and be able to multitask.


• Organizing and coordinating skills.


• Ability to maintain confidentiality of records and information.


• Ability to perform simple accounting procedures.


• Ability to understand and follow specific instructions and procedures.


• Receptionist skills


• Ability to maintain calendars and schedule appointments


• Ability to create, compose, and edit written materials


• Knowledge of supplies, equipment, and/or services ordering and inventory control


• Skill in the use of operating basic office equipment


• Records maintenance skills


• Word processing and/or data entry skills


• Ability to interact effectively with people from diverse backgrounds.


• Ability to communicate effectively, verbally and in writing.


• Demonstrated computer literacy skills, using MS Office applications and other basic data systems, including internet navigation.


• Must be honest, dependable, and able to meet deadlines.


• Self-motivated and able to work independently.

Working Conditions and Physical Effort:

• Regularly involves lifting, bending or other physical exertion.


• Job requires standing, stooping/kneeling/crouching/crawling, and lifting up to 40 pounds.


• Frequent shifts in work priority: interruptions requiring immediate attention; unusual pressure due to accountability for success and project completion.


• Frequently requires walking, sitting, reaching, talking, hearing, and handling objects with hands.


• Ability to see information in print and/or electronically, and ability to distinguish colors.


• Ability to travel out of the local area. Frequent travel will be required. Must have reliable transportation; use of personal car required.


• Required work outside the standard 8 a.m. to 5 p.m. schedule.


• Travel required locally or long-distance up to 10% of the time for work-related meetings and functions.

Screening Date:

July 6, 2026, until filled.

Restricted Clause:

Position is contingent upon continued availability of funding.

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. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, [phone].

What do I do if I need an accommodation?

In compliance with the ADA Amendments Act (ADA), if you have a disability and wouldlike to request an accommodation in order to apply for a position with Mississippi StateUniversity, please contact the Department of Human Resources Management at tel: [phone] or [e-mail].

If you have any questions regarding this policy, contact the Department of Human ResourcesManagement at [phone] or [e-mail]. Upon request, sections of thisjob listing are available in large print, and readers are available to assist the visually impaired.