Administrative Specialist

Delta State University; Cleveland (MS); On-site; USD 38,000 - 52,000; Full time

Job summary

Talentify in Mississippi seeks an Administrative Support and Program Coordinator to join our team. You will serve as the primary contact for department inquiries, manage calendars, prepare documentation, and maintain records across three units.

You will also assist with planning academic development events, grant-funded initiatives, logistics for programming, and vendor coordination. Strong organizational and communication skills are essential to succeed.

Qualifications

• Experience providing administrative support in an office setting.
• Experience with grant budgeting or fundraising processes preferred.
• Strong written and verbal communication skills.

Responsibilities

• Serve as the primary point of contact for all departmental inquiries and correspondence.
• Maintain calendars, schedule meetings, and coordinate events and workshops across all three units.
• Prepare agendas, meeting minutes, memos, and official correspondence.
• Organize and maintain digital and physical filing systems for each department.
• Support the planning and execution of academic development events, cultural programs, and grant-funded initiatives.
• Assist with logistics for internal and external programming, including room reservations, catering, technology setup, and travel arrangements.
• Track project timelines, deliverables, and reporting requirements.
• Process purchase requests, reimbursements, and budget tracking in accordance with university policies.
• Assist with grant budget monitoring, data collection, and financial reporting documentation.
• Coordinate invoicing and vendor communications related to programmatic needs.
• Manage content updates for departmental websites and social media platforms.
• Draft newsletters, promotional materials, and stakeholder communications.
• Serve as liaison between departments and internal/external partners.
• Collect and organize data for departmental reports and grant applications.
• Maintain up-to-date databases of program participants, stakeholders, and funding records.

Skills

Administrative support

Calendar management

Data entry

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office

Google Workspace

Job description

Administrative Support:

• Serve as the primary point of contact for all departmental inquiries and correspondence.
• Maintain calendars, schedule meetings, and coordinate events and workshops across all three units.
• Prepare agendas, meeting minutes, memos, and official correspondence.
• Organize and maintain digital and physical filing systems for each department.

Program Coordination:

• Support the planning and execution of academic development events, cultural programs, and grant-funded initiatives.
• Assist with logistics for internal and external programming, including room reservations, catering, technology setup, and travel arrangements.
• Track project timelines, deliverables, and reporting requirements.

Fiscal and Grant Support:

• Process purchase requests, reimbursements, and budget tracking in accordance with university policies.
• Assist with grant budget monitoring, data collection, and financial reporting documentation.
• Coordinate invoicing and vendor communications related to programmatic needs.

Communications and Outreach:

• Manage content updates for departmental websites and social media platforms.
• Draft newsletters, promotional materials, and stakeholder communications.
• Serve as liaison between departments and internal/external partners.

Data and Records Management:

• Collect and organize data for departmental reports and grant applications.
• Maintain up-to-date databases of program participants, stakeholders, and funding records.