Administrative Assistant I

Position Function:

Provide administrative support in and coordinate the administrative function of a large and complex division, department or unit.

Salary Grade:  11

Please see Staff Compensation Structure for salary ranges.  

Department Profile:

Welcome to the College of Arts & Sciences at Mississippi State University. The College is the largest at MSU with over 5,200 students and over 325 full-time faculty members. Given its size, Arts & Sciences by itself would constitute the 5th largest university in the state.

As the heart and soul of MSU, Arts & Sciences serves every student who attends our great university. We provide all the general education courses, and we offer 27-degree programs, nine doctoral and 14 master’s programs in 14 departments.

Essential Duties and Responsibilities:

1. Directs, supervises, and coordinates the administrative function of a complex office, including opening and closing the office each day and ensuring coverage of the front desk during business hours.
2. Support the academic workflow for undergraduate students including withdrawals, change of major, and readmission requests. Maintain communication with students, advisors, faculty, heads, and the Provost in daily operations. Assist with degree audits & BSIS evaluation appointments. Coordinate all undergraduate paperwork including course substitutions and process batch account holds. Assist Associate Dean with paperwork work flow and meetings.
3. Design & create invitations and programs.
4. Studies, analyzes, and recommends procedures and processes in order to improve continuity and simplify reporting.
5. Analyzes operating practices such as record keeping systems, office layout and performance standards to create new systems or revise established procedures; remain abreast of trends in administrative operations.
6. Coordinates collection of and participates in the preparation of operating reports using word processing, spreadsheet, and database software.
7. Manages complex events calendar for unit; coordinates the logistics of unit functions and events.
8. Supports the College Curriculum Committee in record keeping, correspondence, and proposal processing.
9. Maintain student worker schedule and time sheets. Train student workers on Banner usage. Train student workers on multiple duties and tasks for the successful operation of the Associate Dean's office.
10. All other duties as assigned.

Minimum Qualifications:

High school diploma
4-6 years experience directly related to the duties and responsibilities specified.

Preferred Qualifications:

Associate's degree
-or-
Bachelor's degree

Knowledge, Skills, and Abilities:

• Excellent written and verbal communication skills.
• Working knowledge of word processing, spreadsheet, and database software packages.

Working Conditions and Physical Effort

• Work is normally performed in a typical interior/office work environment.
• No or very limited exposure to physical risk.
• No or very limited physical effort required.

Instructions for Applying:

Applicants must apply online at www.msujobs.msstate.edu and must attach a cover letter, current resume, and complete contact information for three professional references.

Equal Employment Opportunity Statement:

Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, (662) 325-5839.

What do I do if I need an accommodation?

In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: (662) 325-3713 or ada@hrm.msstate.edu.

If you have any questions regarding this