Position Function:
The Administrative Assistant I position reports directly to the Career Center Business Manager. This role manages all front desk operations; this includes fielding phone calls, greeting customers, and managing the Career Center email account. This position will oversee office-wide processes and procedures as it relates to providing support to students, alumni, employers, and staff members. This role will also manage office inventory, make purchases, and process payments. In addition, this position will supervise front desk student staff, who help to provide administrative support to the Career Center along with front desk operations. In this role, a detail-oriented and customer-focused mindset, ability to manage multiple projects, and take initiative to solve problems are essential.
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.
Essential Duties and Responsibilities:
• Greet and direct students, employers, and campus visitors at the front desk.
• Assume responsibility of locking office/conference room/interview rooms at close of business. Occasionally will need to open office as well.
• Field all phone calls. This includes answering general queries if possible and transferring callers to the relevant party’s phone line\voicemail for further assistance.
• Manage office email. Respond to general queries when possible and send messages to relevant parties.
• Direct, supervise, coordinate the administrative functions of a complex office.
• Assists business manager with data and financial reports. Supports budget manager via the keeping of detailed financial records.
• Oversee student tracking and engagement via Connections; recommends procedures and processes for improvements in these areas.
• Process monetary payments via phone (credit card) or mail (check).
• Communicate paid invoices to organizations in a timely manner; upkeep records with Account Services.
• Oversee regular day-to-day usage of PROCARD. Procure all supplies, furniture, and office equipment as needed.
• Manage inventory for the office & participate in yearly inventory audit.
• Manage complex calendar events for department. Coordinate logistics of unit functions and events between multiple staff members.
• Develop summary reports, analyze for administrator, and make recommendations regarding findings.
• Analyze and recommend procedures and processes to improve and simplify office layout, reporting, and record keeping systems.
• Assist with scheduling appointments for multiple interoffice calendars.
• Oversee and supervise front desk student workers; including coordination of trainings, processing time sheets for student workers, and coordinating semester schedule.
• Assist in career fairs and events as needed.
Minimum Qualifications:
Education: High school diploma
Experience (yrs.): 1 year directly related to the duties and responsibilities specified.
Substitution allowed:
Indicated education is required; no substitutions allowed.
When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.
Preferred Qualifications:
1. Bachelor’s degree in accounting or business.
2. Experience in fund accounting.
Knowledge, Skills, and Abilities:
• Working knowledge of Microsoft Offices, spreadsheet, and database software packages.
• Working knowledge of Banner and Symplicity is a plus.
• Decision-making: Make independent decisions daily, addressing the best way to handle specific tasks.
• Communications and collaboration: Collaborate with other administrators, support personnel, students, faculty, and employers on a regular basis.
• Organizational skills: Organization and prioritization skills are the core elements of this position.
• Excellent written and verbal communication skills.
• Self-starter with the ability to work independently and is motivated to engage with employers, alumni, students, colleagues, and others to help employers access talent and students meet their unique career goals and secure meaningful career opportunities.
• Flexible and resilient, with the ability to manage multiple priorities and navigate change.
Working Conditions and Physical Effort
• No unusual physical requirements. Requires no heavy lifting, and nearly all work is performed in a comfortable indoor facility.
• Routine deadlines; usually sufficient lead time; variance in work volume seasonal and predictable; priorities can be anticipated; some interruptions are present; involves occasional exposure to demands and pressures from persons other than immediate supervisor.
• Job frequently requires sitting, talking, hearing.
• Job occasionally requires standing, walking, reaching, handling objects with hands, and lifting to 25 pounds.
• Vision requirements: Ability to see information in print and/or electronically.
Instructions for Applying:
Link to apply: http://explore.msujobs.msstate.edu/
Link to apply: http://explore.msujobs.msstate.edu/
Applicants must apply online. Please include cover letter and resume along with contact information for at least three 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 policy, contact the Department of Human Resources Management at (662) 325-3713 or ada@hrm.msstate.edu. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.
