Administrative Assistant

at  Mississippi University for Women

Essential Duties

• Acts as office receptionist; greets and directs visitors; answers and directs telephone calls and emails, providing follow-up when needed; processes incoming and outgoing mail.
• Tracks, maintains, and reconciles (daily, weekly, and monthly) multiple budgets within the division of Student Affairs according to University policies and procedures. Prepares and monitors purchase requisitions, deposits, and processes purchase orders.
• Prepares and types general correspondence, reports, and other documents; ensures quality and accuracy of materials distributed from VPSA; communicates with departmental staff regarding meetings events, policies, budgets, leave requests, etc.; attends division meetings, types and distributes minutes, as needed.
• Monitors level of supplies and equipment in office and orders replacements when necessary.
• Maintains inventory records of VPSA equipment and furnishings.
• Establishes and maintains filing system (print and electronic documentation).
• Maintains VPSA calendar, schedules appointments; arranges travel schedule and registration for conferences, workshops, etc.; completes travel forms and reimbursements.
• Monitors upkeep of building facilities and places work orders.
• Maintains and updates the Division of Student Affairs and VPSA webpages, online calendar, and social media accounts. Assists in creation of marketing materials across multiple platforms.
• Trains and supervises student workers.
• Maintains databases and assists in file management of confidential and sensitive information related to VPSA office functions (e.g. behavioral intervention, conduct, etc.)
• Provides administrative support for the student conduct process.
• Assists with evaluation and assessment efforts related to division functions.
• Other reasonable duties as assigned.

Minimum Qualifications

Education:

• High school diploma or GED required; some college or technical school coursework and/or practical knowledge required

Experience:

• Requires more than one year of work experience in a professional office environment
• Experience in a University setting preferred
• Strong organizational, communication skills, and interpersonal skills
• Ability to manage multiple tasks and prioritize work
• Ability to work collaboratively with faculty, staff, and throughout the campus community
• Ability to work in semi-autonomous environment, to solve problems and assist others
• Ability to work in a fast-paced, constantly evolving work environment and manage sensitive matters with discretion
• Willingness and ability to take on new tasks and challenges

Job Description Summary
Provides administrative support and manages the general operations of the Office of Vice President for Student Affairs.
Hours of Availability Background Check Statement
Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate.
Requisition Detail Information

• Acts as office receptionist; greets and directs visitors; answers and directs telephone calls and emails, providing follow-up when needed; processes incoming and outgoing mail.
• Tracks, maintains, and reconciles (daily, weekly, and monthly) multiple budgets within the division of Student Affairs according to University policies and procedures. Prepares and monitors purchase requisitions, deposits, and processes purchase orders.
• Prepares and types general correspondence, reports, and other documents; ensures quality and accuracy of materials distributed from VPSA; communicates with departmental staff regarding meetings events, policies, budgets, leave requests, etc.; attends division meetings, types and distributes minutes, as needed.
• Monitors level of supplies and equipment in office and orders replacements when necessary.
• Maintains inventory records of VPSA equipment and furnishings.
• Establishes and maintains filing system (print and electronic documentation).
• Maintains VPSA calendar, schedules appointments; arranges travel schedule and registration for conferences, workshops, etc.; completes travel forms and reimbursements.
• Monitors upkeep of building facilities and places work orders.
• Maintains and updates the Division of Student Affairs and VPSA webpages, online calendar, and social media accounts. Assists in creation of marketing materials across multiple platforms.
• Trains and supervises student workers.
• Maintains databases and assists in file management of confidential and sensitive information related to VPSA office functions (e.g. behavioral intervention, conduct, etc.)
• Provides administrative support for the student conduct process.
• Assists with evaluation and assessment efforts related to division functions.
• Other reasonable duties as assigned