Administrative Assistant I/ II - Mississippi Mineral Resources Institute, Part-time

Note for Current UM Employees

Current employees must apply internally via ConnectU > connectu.olemiss.edu

The University of Mississippi

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Department Summary

The Mississippi Mineral Resources Institute (MMRI) was established in 1972 by the Board of Trustees of the State Institutions of Higher Learning (IHL) in an effort to coordinate mineral-related research in Mississippi. The mission of MMRI remains to provide the public and private sectors the expertise needed to make responsible decisions regarding Mississippi's and the nation's natural resources and environmental well-being. This is accomplished by conducting research that is relevant to society and educating future geoscientists and engineers. The CMRET is the offshore branch of MMRI. It was established by Congress in 1988 as part of the Mineral Institutes Program as The Marine Mineral Technology Center, and it was reauthorized under the Marine Minerals Resources Research Act of 1996 as CMRET. The primary objective of the CMRET is to investigate and to asses mineral resources within the US Economic Exclusive Zone (EEZ) including rigorous study of the seafloor ecological conditions.

Both MMRI and CMRET work in conjunction/support, primary with the Department of Geology and Geological Engineering, and with all the other departments and research centers of the UM School of Engineering.

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

Administrative Assistant I

Family - Administration

Sub-Family - Administrative Operations 

Career Track / Level - O1

Grade - 2

Administrative Assistant II

Family -  Administration 

Sub-Family - Administration Operations

Career Track / Level - O2

Grade - 3

Role Summary

This part-time position provides comprehensive administrative support for the Mississippi Mineral Resources Institute (MMRI) to advance its research and operational goals. The Administrative Assistant I/II ensures the smooth day-to-day functioning of the MMRI office by coordinating a variety of clerical and administrative tasks in compliance with university policies. Working closely with the MMRI Director and staff, this role helps facilitate project activities, communications, and resource management. The incumbent plays a key role in supporting unit goals through efficient office operations, timely assistance to faculty and researchers, and proactive problem-solving.

Examples of Work Performed

•  Assists the MMRI Director and research staff with daily administrative needs and special projects, ensuring timely completion of tasks and adherence to university guidelines.

• Schedules and coordinates meetings, workshops, and events for the institute, including arranging logistics (booking rooms or venues, preparing agendas, and assembling required materials) and recording meeting minutes as needed.

• Arranges travel for MMRI personnel (such as conference attendance or field research trips), prepares itineraries, and processes travel authorizations and expense reimbursements in accordance with university policies.

• Oversees office purchasing and inventory by ordering supplies and equipment, processing purchase orders, and monitoring expenditures to remain within budget constraints.

• Maintains organized office files, records, and databases (including correspondence, project documents, and confidential personnel or financial records) and updates them regularly to ensure data accuracy and security.

• Serves as the primary point of contact for the MMRI office: greets visitors, answers phone calls and email inquiries, and directs students, faculty, and external partners to appropriate resources or staff members.

• Assists in planning and executing MMRI outreach activities or special events, coordinating publicity, participant communication, facility arrangements, and any required materials or catering.

• Prepares and edits official correspondence, reports, presentations, and other documents on behalf of the institute’s leadership, ensuring clarity, professionalism, and consistency with institutional standards.

• Coordinates human resources and payroll processes for the unit in collaboration with central administration (e.g., collecting timesheets, tracking leave requests, and assisting with onboarding paperwork for new hires or student workers).

• Monitors compliance with university administrative procedures and deadlines (such as reporting requirements, mandatory trainings, or grant documentation) and notifies relevant personnel to take action when needed.

• Performs other related duties as assigned to support the effective operation of the MMRI and the achievement of its objectives. 

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. Administrative Coordination: Coordinates logistics and secures necessary resources for meetings, conferences, travel, and day-to-day operations of the unit, ensuring all arrangements are handled efficiently.
2. Front-Line Communication: Serves as a first point of contact for the institute, greeting visitors and callers, providing basic information about MMRI services and activities, and routing more complex inquiries to the appropriate staff or department.
3. Financial and Record Management: Processes, enters, and tracks financial transactions (such as invoices, budget expenditures, and reimbursements) and assists with HR data entry. Reconciles accounts or records under general supervision to maintain accurate financial and personnel information.
4. Documentation and Reporting: Gathers information from established sources and prepares internal documents, reports, and communications. Utilizes appropriate software and technology to create spreadsheets, presentations, or data summaries as required.
5. Correspondence Handling: Manages incoming and outgoing correspondence (mail, email, and other communications) in line with established university policies. Ensures timely distribution of information to the correct recipients and maintains confidentiality where appropriate.
6. Records Maintenance: Maintains and updates both physical and electronic filing systems related to office operations, projects, and personnel. Adheres to records retention guidelines and ensures information is easily retrievable by authorized personnel.

Minimum Education/Experience

Administrative Assistant I

Education: High Schools Degree or GED

Experience: No experienced required

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Administrative Assistant II

Education: High Schools Degree or GED

Experience: (3) Three years of related experience

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Preferred Qualifications

A high school diploma or equivalent is required. An associate’s or bachelor’s degree in business, communications, or a related field is preferred.

Skills and Abilities: Strong organizational and time-management skills with exceptional attention to detail. Excellent written and verbal communication skills. Proficiency with standard office software (Microsoft Office Suite, email, calendar applications) and the ability to learn university-specific systems. Capacity to work independently as well as collaboratively in a team environment. Demonstrated professionalism, discretion, and ability to maintain confidentiality. Proven ability to manage multiple priorities and adapt to changing needs in a dynamic work setting.

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.