Administrative Secretary


University, MS, US, 38677

Department:  Office of Research & Sponsored Programs (10001006)
Employee Designation:  Regular Full-time (Benefits Eligible)

Note for Current UM Employees

Current employees must apply internally via connectU >

Definition of Class

This position functions as the principal secretary to Head of a department or higher and, in some cases, to the administrative staff and exercises full authority in one or more of the following areas: (a) directs and coordinates the work of other support staff, (b) performs supervision of duties requiring a technical knowledge in a specialized subject matter area, or (c) administrative support in implementing the directives of the department. Work involves the application of established rules and procedures and decision-making that affects the quality, accuracy, or utility of results. The incumbent receives directions from the immediate supervisor but normally operates within the framework of standard operating procedures and established guidelines. Contacts with persons within or outside the department involve the exchange of information, which requires the exercise of judgment.

Examples of Work Performed

  • Composes correspondence to individuals requesting or in need of routine information or interpretation of standard procedure.
  • Makes arrangements for travel, conferences, university programs and meetings, maintaining a calendar of such events and notifying concerned parties of the date, time, and location of such arrangements.
  • Locates and assembles information for various reports, briefings, meetings, and conferences.
  • Coordinates the flow of clerical processes or the interface of a specialized function within the department.
  • Types non-technical and technical correspondence, reports, minutes, and other similar documents from longhand and shorthand notes or typed or printed copy requiring a knowledge of spelling, punctuation, and syntax sufficient to identify and correct grammatical errors, making independent decisions regarding format and arrangement.
  • Routes correspondence and other materials by name of functional area in order to ensure that such materials are distributed in a timely manner.
  • May assist in recruiting efforts and preparing printed materials.  Maintains student files.
  • Organizes, designs, and maintains a filing system for classifying, retrieving, and disposing of such materials as correspondence, records, reports, and other documents using personal computer/and software.
  • Places local and long distance calls upon request to various officials and other parties; refers incoming telephone calls and visitors to the appropriate person or functional area and answers departmental inquiries.
  • Prepares University forms, monitors budgets, prepares and revises documents, and schedules appointments.  Processes payroll forms and maintains departmental leave records.
  • Requests a variety of supplies, publication materials, office equipment and maintenance services as needed.
  • Ensures all assigned tasks are in compliance with University, SEC Conference, and NCAA rules.
  • Performs related or similar duties 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. Makes arrangements for travel, conferences, University programs and meetings and maintains a calendar of such events.
  2. Organizes, designs, and maintains a filing system.
  3. Coordinates the flow of clerical processes within the department.
  4. Performs complex secretarial duties such as transcribing dictation; typing; compiling information; maintaining records; and placing, answering and referring telephone calls.
  5. Prepares University forms, monitors budgets, and schedules appointments.    

Minimum Education/Experience

Graduation from a standard four-year high school or equivalent (GED).


Two (2) 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.

Salary/Wage Information

To learn more about our pay structure and view our salary ranges, click here to visit the Compensation page of our Human Resources website. This link is provided for general pay information. Hourly rate or salary may vary depending on qualifications, experience, and departmental budget. Note: Unclassified positions (faculty, executives, researchers and coaches) do not have established salary ranges.

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.

Nearest Major Market: Oxford Mississippi