Administrative Assistant

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

Our mission is to support the planning, design, and construction of facilities that advance the University of Mississippi’s goals in teaching, research, and service. We collaborate with architects, engineers, and planners to ensure that every project exceeds the needs of the university community while remaining within budget and regulatory constraints. From concept through construction, we are committed to excellence, stewardship, and the long-term wellbeing of the campus environment.

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

Provides complex administrative support to a department or group of professionals in support of unit goals. The Facility Planning Department at the University of Mississippi is seeking a detail-oriented and proactive Administrative Assistant to support the coordination of planning, design, and construction activities across campus. This position plays a key role in ensuring the smooth operation of administrative processes that support the university’s mission in teaching, research, and service.

Examples of Work Performed

• Managing intake and processing of quotes, contracts, and work orders.
• Upload and track contracts through the university’s contract portal, ensuring timely routing and approvals.
• Assisting with data entry and updates in SAP and other project management tools.
• Supporting invoice tracking and year-end financial processing.
• Collaborating with administrative staff to streamline workflows and improve efficiency.

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. Serves as a first point of contact for individuals and groups, greets arrivals, and provides basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities. 
3. Processes, enters, tracks, and reconciles financial transaction and human resources data.
4. Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums. 
5. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision. 
6. Maintains organization and updates physical and electronic records related to work operations according to established policies and procedures.

Minimum Education/Experience

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

Interested candidates should submit a resume, cover letter, and references through the university’s employment portal. Applications will be reviewed on a rolling basis until the position is filled.

Preferred Qualifications:

• Proficiency in SAP for data entry and tracking.
• Experience using Microsoft Teams for communication and project coordination.
• Strong skills in Microsoft Excel for tracking, reporting, and data organization.
• Excellent organizational, communication, and time management skills.
• Ability to work independently and collaboratively in a fast-paced, project-driven environment.

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 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, national origin, ethnicity, citizenship, age, disability, military status, protected veteran status, genetic information, or any other legally protected status.

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.