Administrative Assistant, Part-Time

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 Center for Population Studies (CPS) educates, conducts research, and engages in public outreach concerning population issues and is the lead agency for the State Data Center (SDC) of Mississippi. CPS works closely with faculty, government and non-profit agencies, and community organizations across the State and has a 40-year history of helping Mississippians access, use, and interpret public data for the purposes of local development.  In this capacity, CPS distributes census and related data, provides instruction on data analysis, and serves as the liaison between the Census Bureau and the users of census and related data.

CPS also houses the Applied Policy and Community Research Laboratory, providing an avenue through which students are able to collaborate with faculty and nonprofit organizations to engage in timely and meaningful research. CPS also coordinates the Society and Health Minor in collaboration with the College of Liberal Arts. This minor is for undergraduates interested in the social, cultural, and ethical dimensions to understanding and improving population health. 

The SDC exists through a collaborative agreement established in the late 1970’s between UM, the State of MS, and the US Census Bureau and provides outreach, technical assistance, and dissemination of public data, particularly concerning population characteristics and change. Much of this work is conducted in partnership with the SDC Affiliates network across the state, including planning and development districts. The SDC also plays a key role in the Decennial Census in MS, providing demographic expertise to state-level and federal stakeholders on census participation, dissemination of data, and education related to accessing, using, and reporting on the data. Center Staff have participated in the 2020 Census Count Review Operation (CRO) in Mississippi, routinely engage in outreach activities with rural communities around the state, and work in partnership with state agencies, including MS State Extension specialists. 

CPS, through the SDC, represents MS in the Federal-State Cooperative for Population Estimates (FSCPE), coordinating the fulfillment of data requests for official population estimates, participating in the statewide Complete Count Committee, and calculating and publishing population projections for the state and counties. The latter are used by state agencies, businesses, foundations, and researchers to plan for the future. Additionally, with the releases of 2020 Decennial Census data for redistricting, the SDC is responsible for providing technical input and legal testimony related to redistricting plans. 

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 - Administrative Operations 

Career Track / Level - O1

Grade - 2

Role Summary

Provides routine administrative support to a department or group of professionals in support of unit goals.

The Center for Population Studies (CPS, http://cps.olemiss.edu) at the University of Mississippi invites applications for an administrative assistant, beginning July 2025. This position aids the Center for Population Studies team by performing advanced level duties involving planning, administering, and reporting for the management of the research and academic area. The incumbent provides administrative support, coordinates the daily office operations, arranges meetings and events, maintains calendars, collects and compiles data, prepares technical and budget reports, and assists with oversight of financial operations.

Examples of Work Performed

Provides administrative support to the Director, Associate Director, and research associates
a. Provides administrative support to Center faculty and staff
b. Coordinates the daily office operations of the Center
c. Monitors compliance with Center policies and procedures
d. Schedules and coordinates meetings and activities
e. Completes applications, agreements, or other forms, as assigned
f. Assigns tasks, determines priority, and monitors progress of assignments through completion

Compiles data and prepares reports
a. Enters data in databases, compiles data and prepares summaries
b. Maintains accurate and current records of departmental inventory, faculty files, student files, annual reports, and other related data.

Assists with planning and management of budgets
a. Runs monthly budget reports for review and reconciliation by Associate Director
b. Prepares summary statements on accounts and estimates of future expenditures based on accounting history
c. Processes various forms of purchasing, travel authorizations, student assistantships, employment, etc.

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. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures. 
3. Tracks, stocks, orders, and inventories office supplies under direct supervision to ensure adequate materials are available for workplace operation. 
4. Serves as an occasional point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.

Minimum Education/Experience

Education: High Schools Degree or GED

Experience: No experienced required

Preferred Qualifications

• Working knowledge of Microsoft office suite SAP training preferred
• Trouble shoot budget and systems issues
• Excellent record keeping skills (detail oriented)
• Self-motivated
• Excellent verbal and written communication skills
• Excellent planning and execution skills
• Be able to prioritize a wide range of tasks and needs and communicate that prioritization to the CPS team
• Interest in advancement (training, skills development, genuine interest in learning)

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.

Minimum Physical Requirements

Physical Requirements:  These physical requirements are not exhaustive, and additional job related physical requirements may be added to these by individual agencies on an as needed basis. 

Corrective devices may be used to meet physical requirements.

Physical Exertion:  The incumbent may be required to lift up to approximately 10 pounds.

Vision:  Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination:  While performing the duties of this job, the incumbent is frequently required to talk and hear; and use hands to finger, handle, or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

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.

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.