Administrative Assistant

Note for Current UM Employees

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

Definition of Class

This position provides assistance to the department chair in a large or complex unit by performing advanced level duties involving planning, administering, and reporting for the management of the academic area. 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.

Examples of Work Performed

• Redirects incoming calls to the department number or emails to the appropriate person

• Composes correspondence to individuals who request or need information on the department

• Sets up and maintains electronic and paper filing systems for department records

• Submits e-forms for department members and visitors

• Makes paper or electronic copies of documents (course tests, scientific papers, etc)

• Fills in and submits travel authorization forms for department members

• Assists students who need help registering for classes

• Sends outgoing mail and sorts incoming mail, notifies recipients of arriving packages

• Scans receipts and requests for payment, submits them and files them for department records

• Makes hotel reservations for colloquium speakers and other visitors

• Handles requests for reimbursements by colloquium speakers, visitors, department members

• Buys and sets up refreshments for department events like colloquia, puts them away afterwards

• Sends out email announcements of colloquia, SPS meetings and other department events

• Submits work order requests for Facilities Management and Telecommunications

• Submits event planning requests (course schedule entries) in online system

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. Staffs the department front desk, answers questions by people who come to the main office or contact the department by phone or email, screens visitors who come to talk with the chair.
2. Helps individual department members (faculty, staff, students) when they need assistance with travel, orders of supplies, reimbursements, e-forms and documents, course registration.
3. Helps the department as a whole in the organization of events such as colloquia, conferences, social events, and in submitting work order requests or requests for posting of courses.
4. Maintains records of expenses, travel authorizations, events, department keys; monitors lab and office supply inventory, places orders if needed; handles incoming and outgoing mail.

Minimum Education/Experience

Education:
High School Diploma or equivalent (GED).

 

AND

 

Experience:
Four (4) years of experience related to the above described duties.

 

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.

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.

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.