Administrative Assistant I

Mississippi State University; Starkville (MS); On-site; USD 32,000 - 45,000; Full time

Job summary

Mississippi State University in Starkville, MS seeks an experienced administrator to support and coordinate the division's administrative functions. You will help prepare budgets, manage schedules, and ensure efficient reporting across departments.

The role involves processing travel through Concur, coordinating events, and supervising staff. A high school diploma with related experience is required; a Bachelor's degree is preferred for advancement.

Qualifications

• High school diploma and one year of related experience.
• Substitution: additional education may count toward experience.
• Bachelor’s degree preferred for advanced responsibilities.

Responsibilities

• Directs, supervises, and coordinates the administrative function of a complex office.
• Analyzes procedures to improve continuity and reporting.
• Coordinates collection of operating reports using word processing, spreadsheets, and databases.
• Plans and implements office policies and procedures aligned with unit goals.
• Manages budget preparation data and procurement of supplies and equipment.
• Maintains executive calendars and coordinates unit events.
• Interviews and trains subordinate staff; processes employee travel via Concur.
• Submit performance evaluations and handle mid-year reviews.

Skills

Office administration

Budgeting

Travel processing

Report development

Education

High school diploma

Bachelor’s degree in accounting or business

Tools

Concur

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:

Animal Health Center

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. Responsible for processing employee travel through Concur.
11. Organized and submit mid-year and annual performance evaluations.
12. Maintain calendars for Hospital Directors.
13. Process employee timesheets, including submission of special job codes.
14. Process and reconcile Concur travel requests and expenses for staff.
15. Coordinate emergency schedule preparation, submission, and distribution.
16. Assist with House Officer and new employee orientation activities.
17. All other duties as assigned.

Supervisory Responsibility

This position has no supervisory responsibilities but may give general instructions to subordinate student employees.

Minimum Qualifications:

Education: High school diploma and one year of experience 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:

• Bachelor’s degree in accounting or business.
• 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 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 [phone] or [e-mail].

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