Administrative Assistant (Research and Economic Development)

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 Office of the Vice Chancellor for Research and Economic Development's mission is to provide leadership to faculty, staff, and emerging researchers in the pursuit of their research and scholarly activity.

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 - Administration Operations

Career Track / Level - O2

Grade - 3

Role Summary

This position provides assistance to the Office of Research and Economic Development by performing advanced level duties involving planning, administering, and reporting for the management of the office 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.

The preferred candidate will have strong listening skills, excellent verbal and written communication abilities, and discretion around sensitive documents, and will grasp new concepts and processes easily and efficiently. Work experience should demonstrate ability to manage and prioritize tasks well, and be able to make quick decisions under limited supervision.

Examples of Work Performed

• Provides administrative support in managing the day-to-day operations of the Office for Research and Economic Development (ORED).

• Monitors compliance with departmental policies and procedures.

• Maintains departmental budgets and monitors expenditures.

• Processes various forms for purchasing, travel authorizations, e-forms, job postings, employment, etc.

• Coordinates logistics for travel, such as travel authorizations, travel reimbursements, booking of hotels/flights/meals, and other aspects of travel.

• Schedules and coordinates meetings, events, and activities.

• Prepares agendas, notes, minutes, summaries and reports.

• Completes applications, agreements or other forms, as assigned.

• Enters data in databases, compiles data and prepares summaries.

• Manages assigned tasks and projects; determines priority, monitors progress of assignments throughout completion, and updates relevant colleagues on status.

• Maintains accurate and current records of departmental inventory, employee files, student files, annual reports and other related data.

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

• Maintains personnel files and initiates forms for various employment actions such as position posting and search processes, employee hiring, employee status changes, payroll and employment separations.

• Coordinates the scheduling of conference room spaces and booking of spaces for meetings and events. 

• Coordinates the inventory, purchase, usage and repair of equipment, salvage of equipment, supplies, and materials.

• Processes requisitions, purchase orders, procurement card purchases, Foundation account purchases, and oversees the receipt of supplies.

• Coordinates work of assigned support staff and student workers.

• Ensures all assigned tasks are in compliance with department, University, Federal, State, Southeastern Conference (SEC), and NCAA rules and regulations.

• Performs similar or related duties as assigned or required.

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. Coordinates meetings, conferences, travel, and departmental functions.

2. First point of contact for individuals and groups in person, through telephone and email. Routes high level communications to the correct persons and disseminates messages to the correct people in a timely manner.

3. Manages and updates procedure documents and maintains other departmental records.  

4. Creates work orders, SAP forms, e-forms, timesheets, travel authorizations, purchasing requests, and other campus processing.

5. Maintains files through online and physical storage using secure document retention procedures.

6. Sends and disseminates communications to the appropriate groups, in accordance with University policies and procedures and direction of their supervisor

Minimum Education/Experience

Education: High Schools Degree or GED

Experience: (3) Three years of related experience

Preferred Qualifications

Preferred Experience/Education: Bachelor's degree from an accredited four-year institution.

Experience: working in higher education.

Familiarity with Workday, Cayuse, SAP, LinkedIn, ConnectU, Blackboard, SmartSheet, and similar programs.

Required for Application: Resumé and Cover Letter

Applications encouraged to be submitted by January 15, 2025.

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.