Administrative Assistant I

Note for Current UM Employees

Current employees must apply internally via connectU > connectu.olemiss.edu

The University of Mississippi

"The University of Mississippi — fondly referred to as Ole Miss — 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.”

Department Summary

This position aids the department's Administrative Suite by performing advanced level duties involving planning, administering, and reporting for the management of the academic area. 

Role Specifications

Below you will find classification and compensation information.  For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family - Administration

Sub-Family - Administrative Operations 

Career Track / Level - O1

Grade - 2

Min Mid Max $15.40 $19.25 $23.10

Role Summary

Provides routine administrative support to a department or group of professionals in support of unit goals.

 

The incumbent provides administrative support, coordinates the daily office operations, arranges meetings and events, maintains calendars, collects and compiles data, prepares reports, and assists with oversight of financial operations.

Examples of Work Performed

Manage Administrative Suite Front Desk
  o Answering Calls
  o Greeting & Assisting Patrons/Visitors
  o Administrative Tasks as Assigned
  o Train/Assist in Managing Student Workers

• Monitors compliance with departmental policies and procedures. 
• Processes various forms for purchasing, travel authorizations, student assistantships, employment, etc. 
• Graduate & Faculty Carrel Coordination
           o Manage Carrel Application Process
           o Ensure Carrels are cleaned/turned when needed
           o Send renewal reminders
           o Coordinate maintenance requests with the internal partners
           o Assist in payments not made online through TouchNet.

• Coordinates logistics, such as travel, housing, meals, and hospitality arrangements for special events. 
• Assist in planning, coordinating and execution of Special Events held by the Library.
• Asset Coordination
         o Receive and process requests for booking of any  space within the Library (i.e. classrooms, meeting spaces, etc)
         o Manage calendars for spaces and ensure they are always updated and accurate.
         o Send reminders to patrons who have booked the space prior to day/time of booking.
• Completes applications, agreements or other forms, as assigned. 
• Enters data in databases, compiles data and prepares summaries. 
• Assigns tasks, determines priority, and monitors progress of assignments throughout completion. 
• Maintains accurate and current records of departmental supply inventory. 
       o Manage inventory of supply closet. 
       o Conduct quarterly inventory counts of supplies.
       o Control access to closet and record items removed from closet on inventory spreadsheet.
       o Submit replenishments to Business Manager for processing.

• Monitors tasks, determines priority and progress of assignments until completion. 
• May provide supervision and guidance to assigned student workers/support staff. 
• Performs similar or related duties as assigned or required.

Essential Functions

These essential functions include, but are not limited to, the following.  Additional essential functions may be identified and included by the hiring department.

1. Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations. 
2. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures. 
3. Tracks, stocks, orders, and inventories office supplies under direct supervision to ensure adequate materials are available for workplace operation. 
4. Serves as an occasional point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.

Minimum Education/Experience

Education: High Schools Degree or GED

 

Experience: No experienced required

Preferred Qualifications

Four years of administrative support related experienced preferred.

EEO