Executive Admin Assistant to the Dean, Student Services

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

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.