Administrative Assistant

Note for Current UM Employees

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

Definition of Class

This position provides assistance to the department chair in a large or complex unit by performing advanced level duties involving planning, administering, and reporting for the management of the academic area. 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

• Provides administrative support to faculty and staff.

• Coordinates the daily office operations of the academic department.

• Monitors compliance with departmental policies and procedures.

• Maintains departmental budgets and monitors expenditures.

• Prepares summary statements on accounts and estimates of future expenditures based on accounting history.

• Processes various forms for purchasing, travel authorizations, student assistantships, employment, etc.

• Coordinates logistics, such as travel, housing, meals, and hospitality arrangements for special events.

• Schedules and coordinates meetings and activities.

• 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 inventory, faculty files, student files, annual reports and other related data.

• Updates departmental website and/or social media, as needed.

• Monitors tasks, determines priority and progress of assignments until completion.

• May provide supervision and guidance to assigned support staff.

• Performs similar or related duties as assigned or required.

• Serves as departmental receptionist to greet visitors and provide a variety of information.

• Answers telephone, takes messages and responds to inquiries in compliance with general directions.

• Opens and distributes mail; prepares letters and literature for distribution

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. Provides administrative support to the department chair.
2. Assists with planning of special programs and events.
3. Compiles data and prepares reports.
4. Assists with planning and management of budgets.

Minimum Education/Experience

Education:
High School Diploma or equivalent (GED).

AND

Experience:
Four (4) years of experience related to the above described duties.

Interview Requirements:

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.

Salary/Wage Information

To learn more about our pay structure and view our salary ranges, click here to visit the Compensation page of our Human Resources website. This link is provided for general pay information. Hourly rate or salary may vary depending on qualifications, experience, and departmental budget. Note: Unclassified positions (faculty, executives, researchers and coaches) do not have established salary ranges.

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 affirmative action 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, citizenship, national origin, age, disability, veteran status, or genetic information.

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.