Executive Assistant

Note for Current UM Employees

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

Definition of Class

This position functions as the principal support to an executive officer. The incumbent performs both administrative and clerical duties with broad latitude and judgment, within the framework of sound office practices for performing duties that involve a high degree of proficiency, discretion and confidentiality. The work involves frequent contact with persons within and outside of the University system for the purpose of exchanging information. The incumbent receives instructions on a general basis from immediate supervisor and may coordinate the work of other support staff. 

Examples of Work Performed

• Acts as a liaison for the executive officer with members of the Board of Trustees, internal and external departments, organizations, agencies and the general public.
• Coordinates and maintains calendar of appointments, arrangements for travel, conferences and meetings.
• Prepares travel authorizations and reimbursements.
• Organizes, designs, and maintains a complex filing system for classifying, retrieving and disposing of such material as correspondence, records, reports and other documents.
• Drafts correspondence, reports, minutes and other similar documents.
• Prepares and/or compiles data, reports, forms and materials for various briefings, meetings, conferences or other departmental use.  
• Maintains database of pertinent information.
• Updates and maintains departmental website or other communication tools with current information.
• Assists in the preparation of budgets and University forms.
• Maintains departmental budgets and posts charges to office accounts; reviews monthly charges and account balances.
• Assists departmental personnel with purchasing to ensure adherence to University policy on property procurement.
• Maintains equipment maintenance contracts.
• Maintains account payable data, tracks accounts receivable to ensure proper credit, and tracks accounts payable to ensure accurate payment on all departmental purchases.
• Assists with the coordination, implementation and evaluation of assigned programs or projects.
• Ensures all assigned tasks are in compliance with department, University, Southeastern Conference, and NCAA rules and regulations.
• 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.

• Coordinates and maintains calendar of appointments.
• Prepares, compiles and organizes data for complex filing systems, reports, forms, minutes, or materials.
• Makes arrangements for travel, conferences, and meetings.
• Assists in the preparation of budgets and University forms.  

Minimum Education/Experience

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

 

AND

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

 

Substitution Statement: Related experience may be substituted for education, on a basis set forth and approved by the Department of Human Resources.

 

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.