Administrative Assistant

Job Summary

Provides complex administrative support to a department or group of professionals in support of unit goals.

The administrative assistant role in the department of teacher education is a key member of the administrative team. The person in this role works closely with the chair and operations coordinator to maintain the functioning of the department. They also supervise the graduate assistant team and provide support and professional development.

Job Description

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• Serves as a first point of contact for individuals and groups, greets arrivals, and provides basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.
• Processes, enters, tracks, and reconciles financial transaction and human resources data.
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums.
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision.
• Maintains organization and updates physical and electronic records related to work operations according to established policies and procedures.

Job Responsibilities

The Teacher Education department at the University of Mississippi is looking to hire a Administrative Assistant to assist in the daily workings of the department. The front facing part of the role requires someone that can speak to students, faculty and visitors and help facilitate communication. The successful candidate will be very organized, able to work on multiple projects simultaneously and able to supervise student workers.

• Coordinates the daily office operations of the academic department.
• Processes various forms for purchasing, travel authorizations, student assistantships, employment, etc.
• Coordinates logistics, such as travel, housing, meals, and hospitality arrangements for special events.
• Schedules and coordinates meetings and activities.
• Enters data in databases, compiles data and prepares summaries.
• Maintains accurate and current records of departmental inventory, faculty files, student files, annual reports and other related data.
• Updates departmental website and/or social media, as needed.