Administrative Assistant II - Internal Recruitment Only

Mississippi State University; Meridian (MS); On-site; USD 50,000 - 70,000; Full time

Job summary

Mississippi State University is seeking a proactive administrative professional to support a Dean or large unit. The role covers budget administration, facilities/inventory oversight, and recordkeeping, with responsibility to guide junior staff and student workers.

Responsibilities include composing correspondence, solving administrative issues, and generating reports from diverse data sources. The position requires 5–7 years of experience and a strong command of office software in a typical

Qualifications

• Education: HS diploma or equivalent in IT, Business Administration, Statistics, Economics or closely related field.
• Experience (yrs.): 5-7 years
• Substitution allowed: Any equivalent combination of related experience and/or education approved by the Department of Human Resources Management.

Responsibilities

• Oversees and/or performs a range of broad administrative activities for an organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
• Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
• Performs miscellaneous job-related duties as assigned.

Skills

Administrative support

Budget administration

Records management

Staff supervision

Education

HS diploma or equivalent in IT/Business Admin/Statistics/Economics

Tools

Word processing

Spreadsheets

Database software

Job description

Position Function

Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities for a Dean or large unit, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department.

Salary Grade

12

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.

Essential Duties and Responsibilities

• Oversees and/or performs a range of broad administrative activities for an organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
• Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
• Performs miscellaneous job-related duties as assigned.

Minimum Qualifications

Education: H.S. diploma or equivalent Information Technology, Business Administration, Statistics, Economics or closely related field

Experience (yrs.): 5-7 years

Substitution allowed:

Any equivalent combination of related experience and/or education approved by the Department of Human Resources Management.

Preferred Qualifications

None

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.

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.