Position Function:
This position may be filled as a Business Coordinator I/II/III/Senior, depending on the selected candidate’s qualifications and relevant experience.
Manages and coordinates the business operations for the Office of General Counsel and the Trademark Licensing program and provides some administrative support for the Office of Contracts Administration. Performs duties required to maintain and administer departmental budgets; administers staff policies and/or procedures; compiles reports; performs administrative duties.
Department Profile:
The Mississippi State University Office of General Counsel represents Mississippi State University (MSU) and advises its President, Vice Presidents and other administrators on legal issues affecting the University and its operation. In litigation or other court proceedings of state-wide interest, the State of Mississippi Attorney General’s Office takes the lead, with the assistance of the General Counsel, in representing MSU.
The Office of General Counsel analyzes legal implications in policy decisions as they relate to federal and state laws and regulations, and policies of the Board of Trustees of State Institutions of Higher Learning. The goal of the office is to provide timely, accurate, and professional legal advice to MSU to accomplish what is often referred to as preventive law.
The Office of General Counsel does not represent students, faculty, or staff except when, as employees, they are named as defendants in litigation for alleged actions in the course and scope of their employment.
Essential Duties and Responsibilities:
1. Financial Administration: Maintains department/unit budget and provides budgetary reports to Director of Trademark Licensing and to the General Counsel.
2. Coordinates with other University departments to process financial and personnel transactions. Communicates with the Controller’s office, Procurement, and Contracts Administration on all activities related to accounts receivable and accounts payable for assigned budget. Prepares interdepartmental transfers and budget transfers between budgetary units as required.
3. Reconciles and balances financial records with the Controller’s office on a regular basis, audits financial records for accuracy, availability of funds and conformance to University and departmental policy and procedure.
4. Procurement and Bill Payment: Utilizes the university’s e-procurement and Banner systems to prepare requisitions and process payments. Ensures bill payments do not exceed contract spending limits.
5. Personnel functions: Handles payroll, assists with hiring new employees and handles on-boarding for new employees and close out process for departing employees, processes leave requests, and reconciles leave records in accordance with university policies.
6. Travel Coordination: Assist with coordinating and making travel arrangements including obtaining appropriate travel authorizations and handling travel expense processing
7. Self-Inventory Audits: Performs annual self-inventory audits to ensure asset accountability and compliance.
8. Meeting coordination: Schedules and coordinates meetings, including reserving rooms, preparing materials, and ensuring timely communication of meeting details.
9. Communicates with staff concerning business matters and advises of proper procedures. Stays abreast of University financial and personnel policies and procedures. Coordinates and maintains personnel functions for assigned unit/department.
10. Participates in the development and implementation of department/unit programs and projects consistent with organizational objectives, contractual arrangements, and/or funding availability.
11. Assists with the development and management of annual operating budget(s).
12. Assists in preparing annual budget based upon previous year's expenses and future requirements.
13. Develops and implements systems to maintain records on employees, equipment and legal and compliance activities.
14. Maintains current and relevant information on Office of General Counsel website as well as others as requested.
15. Administrative Support: Answers phones, manages incoming and outgoing mail, and performs other general office duties including greeting visitors and maintaining/ordering supplies.
16. Performs related duties as assigned.
Minimum Qualifications:
Level I High school diploma and one year of experience directly related to the duties and responsibilities specified.
Level II High school diploma and four years’ experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.
Level III High school diploma and seven years’ experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.
Senior High school diploma and ten years’ experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.
Preferred Qualifications:
1. Bachelor’s degree in accounting or business.
2. Experience in fund accounting.
Knowledge, Skills, and Abilities:
• Knowledge and previous experience using spreadsheet software program.
• Ability to operate computer keyboard and 10-key electronic calculator.
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.
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.
