Administrative Assistant I

Mississippi State University; Starkville (MS); On-site; USD 42,000 - 65,000; Full time

Job summary

Mississippi State University is seeking an administrative professional to provide and coordinate the administrative function for a large division. Responsibilities include improving procedures, preparing operating and budget reports, and managing events calendars.

Minimum qualifications include a high school diploma and 4–6 years of related experience. The role emphasizes strong communication and proficiency with standard office software.

Qualifications

• Education: High school diploma.
• Experience: 4-6 years directly related to the duties and responsibilities specified.
• Substitution: Not allowed.
• When a candidate has the required education, but lacks the required experience, additional education may count toward the experience requirement at one year of education per year of experience.

Responsibilities

• Directs, supervises, and coordinates the administrative function of a complex office.
• Studies, analyzes, and recommends procedures and processes to improve continuity and reporting.
• Analyzes operating practices to create or revise procedures; stay abreast of trends in administrative operations.
• Coordinates collection of and participates in the preparation of operating reports using word processing, spreadsheet, and database software.
• Develops, plans, and implements programs, office policies, and procedures relevant to unit mission and goals.
• Gathers data for budget preparation and inventory reports, prepares or assists in the preparation of the annual budget, and procures all supplies, furniture, and office equipment.
• Manages complex events calendar for unit; coordinates the logistics of unit functions and events.
• Develops summary reports, analyzes for administrator, and makes recommendations regarding findings.
• Interviews, trains, and evaluates subordinate support staff.

Skills

Communication skills

Office software proficiency

Education

High school diploma

Bachelor's degree in accounting or business (preferred)

Tools

Word processing

Spreadsheets

Database software

Job description

Position Function:

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.

Area of Specialization:

DCBS

Essential Duties and Responsibilities:

1. Directs, supervises, and coordinates the administrative function of a complex office.
2. Studies, analyzes, and recommends procedures and processes in order to improve continuity and simplify reporting.
3. Analyzes operating practices such as record keeping systems, office layout and performance standards to create new systems or revise established procedures; remain abreast of trends in administrative operations.
4. Coordinates collection of and participates in the preparation of operating reports using word processing, spreadsheet, and database software.
5. Develops, plans, and implements programs, office policies, and procedures relevant to unit mission and goals.
6. Gathers data for budget preparation and inventory reports, prepares or assists in the preparation of the annual budget, and procures all supplies, furniture, and office equipment.
7. Manages complex events calendar for unit; coordinates the logistics of unit functions and events.
8. Develops summary reports, analyzes for administrator, and makes recommendations regarding findings.
9. Interviews, trains, and evaluates subordinate support staff.
10. All other duties as assigned.

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.

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.