Administrative Assistant to the Dean of Student Services (Jackson County Campus)

Mississippi Gulf Coast Community College; Gautier (MS); On-site; USD 34,000 - 46,000; Full time

Job summary

Mississippi Gulf Coast Community College's Jackson County Campus seeks an Administrative Assistant to the Dean of Student Services to provide high-level administrative, financial, and event coordination support for the Student Services office.

You will schedule meetings, manage budgets and contracts, process HR paperwork, arrange travel, coordinate awards and orientations, and maintain accurate records while upholding FERPA guidelines and campus policies.

Qualifications

• Associate degree in Business and Office Technology or related field.
• Four years related work experience.
• Experience in using Banner or related database software.
• Proficiency in Microsoft Office Suite.
• Effective organizational and communication skills.

Responsibilities

• Assist the Dean in planning, coordinating, and implementing daily operations and special projects.
• Schedule meetings and handle related arrangements, including room reservations, audiovisual needs, refreshments, and meals.
• Take minutes at assigned meetings and produce accurate documentation from rough drafts using word processing software.
• Compose and process routine correspondence, letters, reports, and official communications.
• Handle incoming telephone calls and inquiries professionally and efficiently.
• Maintain a complete and organized filing system, including employee personnel files for Student Services staff.
• Maintain a positive working relationship with students, college personnel, and the community.
• Demonstrate consistent punctuality and adherence to college policies as a role model for staff.
• Perform other duties as assigned by the Dean of Student Services or the Campus Vice President.
• Maintain accurate timecards and input employee leave in Banner per payroll schedules.
• Prepare special contracts, contract addendums, hiring packages, and related HR documentation.
• Supervise student workers and, when assigned, entry-level office personnel.
• Process departmental purchases, including ordering supplies, submitting check requests, purchase orders, and travel vouchers.
• Manage departmental budgets by monitoring expenditures, reconciling accounts, preparing procurement card statements, and ensuring accuracy of financial records.
• Prepare specifications for quotes and compile bid tabulations.
• Arrange travel logistics, including college vehicle reservations, lodging, and transportation.
• Process activity forms and travel authorizations as required.
• Maintain inventory records for major and minor equipment; stay current on inventory procedures.
• Compile and maintain data for departmental reports.
• Coordinate and assist with student conduct hearings.
• Coordinate the Awards Day Program each spring.
• Manage nominations and selections for campus honors including Citizenship Award, Campus Hall of Fame, and Who’s Who in American Junior Colleges.
• Participate in planning and execution of Student Services events such as Orientation, Registration, Graduation, and Bulldog Day.
• Prepare Student Services newsletter pages for the campus newsletter using designated software.
• Engage in professional development activities to enhance job performance.

Skills

MS Office

Organizational skills

Communication skills

Education

Associate degree in Business and Office Technology or related field

Bachelor’s degree in a related field

Tools

Banner

Job description

Administrative Assistant to the Dean of Student Services (Jackson County Campus)

Job Title Administrative Assistant to the Dean of Student Services (Jackson County Campus)

Position Number

Position Number 499983

Hiring Location Code

Hiring Location Code Jackson County Campus

Job Description

The Administrative Assistant to the Dean of Student Services (Jackson County Campus) serves as the primary point of contact for the office and provides comprehensive administrative, financial, and event coordination support. This position plays a critical role in the daily operations of Student Services, ensuring accuracy in documentation, budget tracking, communications, and scheduling.

The successful candidate will demonstrate professionalism, discretion, and the ability to balance institutional policies with individual needs. A strong understanding of FERPA guidelines and the ability to work collaboratively with a diverse campus community is essential.

Job Duties

Administrative Support

• Assist the Dean in planning, coordinating, and implementing daily operations and special projects.
• Schedule meetings and handle related arrangements, including room reservations, audiovisual needs, refreshments, and meals.
• Take minutes at assigned meetings and produce accurate documentation from rough drafts using word processing software.
• Compose and process routine correspondence, letters, reports, and official communications.
• Handle incoming telephone calls and inquiries professionally and efficiently.
• Maintain a complete and organized filing system, including employee personnel files for Student Services staff.
• Maintain a positive working relationship with students, college personnel, and the community.
• Demonstrate consistent punctuality and adherence to college policies as a role model for staff.
• Perform other duties as assigned by the Dean of Student Services or the Campus Vice President.

Human Resources & Supervision

• Maintain accurate timecards and input employee leave in Banner per payroll schedules.
• Prepare special contracts, contract addendums, hiring packages, and related HR documentation.
• Supervise student workers and, when assigned, entry-level office personnel.
• Process departmental purchases, including ordering supplies, submitting check requests, purchase orders, and travel vouchers.
• Manage departmental budgets by monitoring expenditures, reconciling accounts, preparing procurement card statements, and ensuring accuracy of financial records.
• Prepare specifications for quotes and compile bid tabulations.

Travel & Logistics

• Arrange travel logistics, including college vehicle reservations, lodging, and transportation.
• Process activity forms and travel authorizations as required.

Inventory & Records Management

• Maintain inventory records for major and minor equipment; stay current on inventory procedures.
• Compile and maintain data for departmental reports.

Student Services & Events Coordination

• Coordinate and assist with student conduct hearings.
• Coordinate the Awards Day Program each spring.
• Manage nominations and selections for campus honors including Citizenship Award, Campus Hall of Fame, and Who’s Who in American Junior Colleges.
• Participate in planning and execution of Student Services events such as Orientation, Registration, Graduation, and Bulldog Day.
• Prepare Student Services newsletter pages for the campus newsletter using designated software.

Professional Development

• Engage in professional development activities to enhance job performance.

Mandatory Qualifications

• (M1) Minimum of an Associate degree in Business and Office Technology or related field.
• (M2) Four years related work experience.
• (M3) Training and/or experience in the operation of personal computers, including proficiency in Microsoft Office Suite.
• (M4) Effective organizational and communication skills.
• (M5) Experience in using Banner or related database software.

Desirable Qualifications

• (D1) Bachelor’s degree in a related field.
• (D2) Community college experience.
• (D3) Supervisory Experience.

EEO/Compliance

Mississippi Gulf Coast Community College is an Equal Opportunity Employer and welcomes students and employees without regard to race, color, religion, national origin, sex, pregnancy, age, or qualified disability in its programs and activities. For further information, contact the Compliance Officer P.O. Box 609, Perkinston, Mississippi, 39573, telephone number 601-528-8735, email address [e-mail] .

The College:

The Mississippi Gulf Coast Community College District serves a four-county area with three major campuses, the Community Campus and four centers including: Perkinston Campus, Perkinston, MS; Harrison County Campus, Gulfport, MS; Jackson County Campus, Gautier, MS. Additionally, The Bryant Center at Tradition, Biloxi, MS; Advanced Manufacturing and Technology Center, Gulfport, MS; Haley Reeves Barbour Maritime Training Academy, Pascagoula, MS; Naval Construction Battalion Center, Gulfport, MS; Keesler Center, Biloxi, MS; The West Harrison Center, Long Beach, MS; and George County Center, Lucedale, MS.
State and regional associations accredit Mississippi Gulf Coast Community College, and several programs are accredited nationally. Offerings include academic, technical degree, vocational skill and adult continuing education programs.

Classification

Classification Staff

Open Date

Open Date 09/18/2026

Close Date

Open Until Filled Yes

Special Instructions to Applicants

For more information on the position, please contact (Name, Address, Phone, and Email):

Dr. Ryan Upshaw
Dean of Student Services
Jackson County Campus
2300 HWY 90, Gautier, MS 39553
228.497.7647
[e-mail]