Administrative Assistant (Temporary)

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

The Office of the Vice Chancellor for Research and Economic Development's mission is to provide leadership to faculty, staff, and emerging researchers in the pursuit of their research and scholarly activity.

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 - Administration Operations

Career Track / Level - O2

Grade - 3

Min Mid Max $16.94 $21.18 $25.42

Role Summary

This position provides assistance to the Office of Research and Economic Development by performing advanced level duties involving planning, administering, and reporting for the management of the office. 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. The preferred candidate will have strong listening skills, excellent verbal and written communication abilities, and discretion around sensitive documents, and will grasp new concepts and processes easily and efficiently. Work experience should demonstrate ability to manage and prioritize tasks well, and be able to make quick decisions under limited supervision. 

Examples of Work Performed

• Provides administrative support in managing the day-to-day operations of the Office for Research and Economic Development (ORED).
• Monitors compliance with departmental policies and procedures.
• Maintains departmental budgets and monitors expenditures.
• Processes various forms for purchasing, travel authorizations, e-forms, job postings, employment, etc.
• Coordinates logistics for travel, such as travel authorizations, travel reimbursements, booking of hotels/flights/meals, and other aspects of travel.
• Schedules and coordinates meetings, events, and activities.
• Prepares agendas, notes, minutes, summaries and reports.
• Completes applications, agreements or other forms, as assigned.
• Enters data in databases, compiles data and prepares summaries.
• Manages assigned tasks and projects; determines priority, monitors progress of assignments throughout completion, and updates relevant colleagues on status.
• Maintains accurate and current records of departmental inventory, employee files, student files, annual reports and other related data.
• Updates departmental website and/or social media, as needed.
• Maintains personnel files and initiates forms for various employment actions such as position posting and search processes, employee hiring, employee status changes, payroll and employment separations.
• Coordinates the scheduling of conference room spaces and booking of spaces for meetings and events.
• Coordinates the inventory, purchase, usage and repair of equipment, salvage of equipment, supplies, and materials.
• Processes requisitions, purchase orders, procurement card purchases, Foundation account purchases, and oversees the receipt of supplies.
• Coordinates work of assigned support staff and student workers.
• Ensures all assigned tasks are in compliance with department, University, Federal, State, Southeastern Conference (SEC), and NCAA rules and regulations.
• 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. Serves as a first point of contact for individuals and groups, greets arrivals, and provides basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities. 
3. Processes, enters, tracks, and reconciles financial transaction and human resources data.
4. Collects, analyzes, and prepares vario