Graduate Activities Assistant, Temporary

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

The Graduate School is a small office of dedicated professionals that work to be responsive to prospective and current graduate students, faculty, and staff. We support staff to pursue professional development
opportunities and actively pursue opportunities to continuously improve our processes. We understand that belongingness is important for the students we serve and for the staff in our office. In addition, staff
are extremely collaborative and willing to support one another as needed. We are housed in a central campus location with easy access to the Union, Library, and dining facilities. 

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 - Administrative Operations 

Career Track / Level - O1

Grade - 2

Role Summary

Successful applicants will be familiar with Microsoft Office Products, be able to adapt to new technology, and have strong communication and interpersonal skills. This position requires someone who is able to
understand the diverse needs of different graduate programs, possesses a willingness to help find answers/ solve problems, has an ability to build good working relationships with individuals from across the
campus, and is interested to be part of the Graduate School as we work to move to a new platform for managing student information.

Examples of Work Performed

Core Responsibilities:
This individual will support the admissions processes within the Graduate School including responding to inquiries about graduate programs and the application process, assisting individuals with questions related to their application, and readying applications for viewing by the program. They will also assist with communicating admissions decisions to applicants. They join an office with another individual engaging in similar work.

Examples of work performed:

• Responding to questions about the application process, graduate education in general, and specific graduate programs
• Assisting prospective and current applicants encountering difficulties in completing an application
• Answer questions via phone, in person, and through email
• Working with prospective graduate students who are from diverse backgrounds including international applicants
• Ensuring timely processing of application materials (downloading applications and transcripts and test scores are connected to applications)
• Clearly communicating policies and deadlines
• Appropriately handling requests for information that may require additional authorization
• Preparing materials for and communicating with admitted students
• Communicating decisions to applicants denied admission through use of the institutional platform

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. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures. 
3. Tracks, stocks, orders, and inventories office supplies under direct supervision to ensure adequate materials are available for workplace operation. 
4. Serves as an occasional point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.

Minimum Education/Experience

Education: High Schools Degree or GED

Experience: No experienced required

Preferred Qualifications

Two years of administrative support related experienced preferred.

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.