SBDC RISE Center Administrative Assistant

University of Mississippi; United States; On-site; USD 47,000 - 70,000; Full time

Job summary

The University of Mississippi’s Small Business Development Center RISE Center seeks an experienced administrative professional to coordinate day-to-day fiscal, administrative, and operational activities for its programs. The role supports grant planning and reporting, budget tracking, and program administration while serving as a liaison across university offices.

You will manage the Center Director's calendar, screen inquiries, prepare materials, and ensure timely travel and procurement

Qualifications

• Experience supporting a senior leader with calendar management.
• Strong written communication skills and attention to detail.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and CRM platforms.
• Discretion and ability to maintain confidentiality of sensitive information.

Responsibilities

• Manage the Center Director's calendar and gate matters based on priorities.
• Serve as first point of contact for the Center Director and screen inquiries.
• Coordinate scheduling for center events and maintain the master calendar.
• Provide proactive alerts on deadlines, meetings, and deliverables.
• Track deadlines across grants, university requirements, and program commitments.
• Prepare meeting materials, agendas, and follow-up items.

Skills

Calendar management

Gate keeping

Written communication

Discretion and confidentiality

Microsoft Office

CRM platforms

Education

Bachelor's degree

Tools

CRM software

Job description

The University of Mississippi — fondly referred to as OleMiss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential. Join the Ole Miss Family — Build Your Legacy Here!

Department: Small Business Development Center RISE Center

Job Summary

Coordinates day-to-day fiscal, administrative, and operational activities of a defined, program or set of funded activities. Programs are usually focused to a single purpose, may be scientific, research, educational, or service oriented, and may exist as a subset of an integrated funded program activity. Duties typically include assisting with grant planning and administration, fiscal, budgetary, and/or other associated transactions, program implementation and administration, internal and external operational/administrative liaison, program marketing, and reporting.

Job Description

• Assists in managing the Center Director's calendar, including scheduling appointments and meetings based on guidance and established priorities.
• Serve as the first point of contact for the Center Director; screen calls, visitors, and meeting requests, redirecting matters that can be handled by others.
• Coordinate scheduling for center events, and maintain the master calendar of center activities, events, and commitments.
• Provide the Center Director with proactive alerts on upcoming tasks, meetings, deliverables, and approaching deadlines.
• Monitor the Center Director's incoming email; flag time-sensitive and high-priority items and draft routine responses for review.
• Track deadlines across grant reporting, university requirements, and program commitments.
• Prepare meeting materials, agendas, and follow‑up items as directed.
• Enter and maintain client and event records in CRM accurately and on schedule.
• Review incoming CRM entries and center activity on a regular cadence; identify and alert the Center Director to anomalies such as missing records, unusual patterns, or data‑quality issues.
• Assist with pulling activity summaries and reports from CRM as needed for program reporting.
• Anticipate and prepare all travel paperwork, including travel authorizations, itineraries, registrations, and reimbursement documentation in accordance with university and grant requirements.
• Handle administrative details on the Center Director's behalf, including document preparation, records, and routine correspondence.
• Research and recommend conferences, convenings, and professional events the Director should attend; manage registration and logistics for those selected.
• Serve as a liaison between the Director, the RISE Center resource leads, the broader Mississippi SBDC Network, and university offices.
• Support center events with logistics, tracking, and day‑of coordination as assigned.
• Other duties as assigned by the Center Director.

Required Qualifications

• Demonstrated experience supporting a senior leader, including calendar management and gate keeping.
• Strong written communication skills and attention to detail.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and comfort learning new systems, including CRM platforms.
• Demonstrated discretion and ability to maintain strict confidentiality with client, personnel, and program information.

Preferred Qualifications

• 2 years' experience Experience in a university, government, or grant‑funded program environment, including travel and procurement processes.
• Experience with CRM data entry and data quality review.
• Familiarity with AI productivity tools (such as Claude or similar) and willingness to use them in daily workflow.
• Experience supporting economic development, small business assistance, or client‑facing advisory programs.

Substitution Statement

An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Education Qualifications

Bachelor's (Required)

Compensation

$46,904.00 - $70,366.40

Interview Requirement

Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, national origin, ethnicity, citizenship, age, disability, military status, protected veteran status, genetic information, or any other legally protected status.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

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