Administrative Assistant I

Position Function:

The Administrative Assistant provides comprehensive administrative, clerical, financial, and operational support to the Department Head, Associate Department Head, faculty, staff, and students within the Department of Animal and Dairy Sciences. This position is responsible for coordinating daily office operations, maintaining departmental records, supporting business and financial activities, assisting with personnel and student-related processes, and serving as a primary point of contact for internal and external stakeholders. The Administrative Assistant helps ensure the efficient and professional operation of departmental programs, teaching, research, extension, and outreach activities.

Salary Grade:  11

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.

Department Profile:

The Department of Animal and Dairy Sciences is a leading academic unit within the College of Agriculture and Life Sciences and the Mississippi Agricultural and Forestry Experiment Station at Mississippi State University. The department is committed to excellence in teaching, research, Extension, and service while preparing students for careers across the animal agriculture industry.

Faculty, staff, and students engage in disciplines including animal production, meat science, reproductive physiology, nutrition, livestock management, dairy science, and animal biotechnology. The department maintains strong partnerships with producers, industry stakeholders, governmental agencies, and professional organizations while supporting undergraduate and graduate education, research innovation, and outreach programs that advance Mississippi's animal agriculture industries.

Anticipated Appointment Date:

August 2026. 

Essential Duties and Responsibilities:

Administrative Support

1. Provide administrative and clerical support to the Department Head and other faculty and staff in the department.
2. Prepare, edit, proofread, and distribute correspondence, reports, spreadsheets, presentations, and other departmental documents.
3. Manage calendars, schedule appointments, coordinate meetings, and maintain departmental schedules.
4. Arrange travel and lodging utilizing university-approved travel systems and procedures.
5. Record, prepare, and distribute meeting agendas and minutes.
6. Serve as a liaison with university departments, students, faculty, alumni, industry representatives, and the public.
7. Answer telephone calls, respond to routine inquiries, and welcome visitors in a professional manner.
8. Maintain a professional, organized, and customer-focused office environment.

Records Management and Compliance

1. Maintain monthly mileage logs for departmental vehicles and enter required data into the university portal.
2. Establish, maintain, and update confidential personnel, student, financial, and departmental records.
3. Maintain electronic and physical filing systems in accordance with university policies and records retention requirements.
4. Enter and maintain information within university systems and databases.
5. Compile data and prepare recurring reports and documentation as requested by departmental leadership.
6. Protect the confidentiality of sensitive personnel, student, financial, and research information.

Business and Financial Support

1. Assist with departmental purchasing, procurement requests, reimbursements, and vendor coordination.
2. Process invoices, receipts, direct pays, and other financial documentation in accordance with university procedures.
3. Support reconciliation of departmental procurement card transactions and assist with audit preparation.
4. Assist with inventory management, equipment records, and required inventory audits.
5. Monitor office supply inventories and coordinate purchasing of office and program materials.

Personnel and Payroll Support

1. Assist with onboarding and personnel documentation for faculty, staff, graduate assistants, and student employees.
2. Support payroll functions, including timesheet processing and required approvals.
3. Process leave transactions and maintain related records in university s