Administrative Assistant (Chemistry and Biochemistry)

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

Chemistry is often referred to as the central science, bridging the gap between physics and biology and underpinning many of the other scientific disciplines. The Department of Chemistry and Biochemistry serves the State of Mississippi and the nation by providing undergraduate and graduate students educational excellence in chemical sciences, conducting research that contributes to new knowledge, and catalyzing economic development.  We aspire to be a leading force for advancing society through the continuous pursuit of educational excellence and cutting-edge research in the traditional areas of chemistry (physical, analytical, biochemistry, inorganic, organic, and chemical education) as well as exciting new collaborative areas such as renewable energy, astrochemistry, and nanomaterials. We are a complex department with 24 full-time faculty, approximately 50 graduate students, and 4 undergraduate majors. The department is highly collaborative, sharing interests and expertise, and faculty hold multiple externally-funded grants to conduct very exciting state-of-the-art research.    
 

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.

This position performs complex clerical duties and related work to assist in the smooth operation of the department. The incumbent exercises initiative and judgment in planning, organizing, and setting up proper forms for departmental correspondence, records, and reports, and often serves as the first contact for students and others who have questions about the department. 

For full consideration, please provide a résumé and cover letter.

Examples of Work Performed

• Works closely with the Chair and other staff to efficiently manage the daily activities in the Department of Chemistry and Biochemistry (https://chemistry.olemiss.edu).
• Screens incoming correspondence and routes to appropriate individual or department and may compose replies for approval or signature of supervisor.
• Answers telephone, takes messages, answers departmental inquiries from students and others, and assists in problem solving in accordance with general instructions.
• Prepares travel authorizations and reimbursements for the department.
• Schedules meetings, arranges appointments, and makes travel reservations as requested.
• Guides and instructs assigned student clerical employees as required.
• Prepares forms and purchase requisitions in consultation with other staff.
• Orders and inventories office supplies and equipment when necessary.
• Compiles information and prepares letters, memos, and reports as needed by the Administrative Coordinator, Operations Manager, and Department Chair.
• Maintains a filing system and departmental records on Box, and provides necessary documents as requested.
• Ensures all assigned tasks are in compliance with department and University rules and regulations.
• Performs related duties or similar as required or assigned. 

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

Two years of administrative support related experienced preferred.

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.