Administrative Assistant I

Position Function: Provide administrative support in and coordinate the administrative function of a large and complex division, department or unit. Salary Grade : 11 Please see Staff Compensation Structure for salary ranges. Department Profile: The Mississippi State University Department of Chemistry includes 30 faculty and staff and 90 students, hailing from more than 16 countries and over 20 states.

The department graduates around 20 Bachelor’s, 5 Master’s, and 10 Doctoral students each year. In addition, the department teaches approximately 5000 students each year. For more information on the Department of Chemistry, please visit www.chemistry.msstate.edu.

Essential Duties and Responsibilities

1. Directs, supervises, and coordinates the administrative function of a complex office.
2. Studies, analyzes, and recommends procedures and processes in order to improve continuity and simplify reporting.
3. Analyzes operating practices such as record keeping systems, office layout and performance standards to create new systems or revise established procedures; remain abreast of trends in administrative operations.
4. Coordinates collection of and participates in the preparation of operating reports using word processing, spreadsheet, and database software.
5. Develops, plans, and implements programs, office policies, and procedures relevant to unit mission and goals.
6. Gathers data for budget preparation and inventory reports, prepares or assists in the preparation of the annual budget, and procures all supplies, furniture, and office equipment.
7. Manages complex events calendar for unit; coordinates the logistics of unit functions and events.
8. Develops summary reports, analyzes for administrator, and makes recommendations regarding findings.
9. Interviews, trains, and evaluates subordinate support staff.
10. All other duties as assigned.

Minimum Qualifications

Education

High school diploma Experience (yrs.): 4-6 years Directly related to the duties and responsibilities specified. Substitution allowed: Indicated education is required; no substitutions allowed. When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Preferred Qualifications

1. Bachelor’s degree in accounting or business.
2. Experience in fund accounting. Knowledge, Skills, and Abilities: * Excellent written and verbal communication skills. * Working knowledge of word processing, spreadsheet, and database software packages. Working Conditions and Physical Effort * Work is normally performed in a typical interior/office work environment. * No or very limited exposure to physical risk. * No or very limited physical effort required. * Vision requirements: Ability to see information in print and/or electronically. Instructions for Applying: Applicants must apply online at msujobs.msstate.edu and attach a cover letter, current resume, and the contact information for three professional references. Equal Employment Opportunity Statement: Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, (662) 325-5839. What do I do if I need an accommodation? In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: (662) 325-3713 or [email protected] . If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) 325-3713 or [email protected] . Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.