Position Function:
The Administrative Assistant will work to provide administrative support to the department head and administrative office. This position will initiate and coordinate the administrative functions required in effective implementation of administrative policies of the program.
Salary Grade: 11
Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.
Department Profile:
The Department of Agricultural and Biological Engineering has 22 on-campus faculty and several adjunct/affiliate faculty off-campus within research centers and government agencies, engaged in teaching, research, and extension. The department is co-administered by the College of Agriculture and Life Sciences and the Bagley College of Engineering and offers undergraduate (B.S.) and graduate (M.S. and Ph.D.) degrees in three distinct program areas: Biological Engineering, Biomedical Engineering and Agricultural Engineering Technology and Business. Within these programs, the department has over 450 undergraduates and over 50 graduate students. The J. Charles Lee Agricultural and Biological Engineering Building, includes more than 6,000 square feet of state-of-the-art instructional and research facilities and includes separate labs for sterile tissue culture, biomechanical testing, environmental and agricultural simulation or modeling studies, electronic/robotic design fabrication and testing, fiber processing, GPS/GIS, renewable bio-energy, and student computing resources. More information about the department can be found at http://www.abe.msstate.edu
Anticipated Appointment Date:
September 2025.
Essential Duties and Responsibilities:
The Administrative Assistant's responsibilities chiefly fall within the following core functions, although they may perform other tasks as needed.
Administrative Support for the Department Head
Business Office Support to the Business Manager and Business Coordinator
General Staff Responsibilities
More specifically,
1. Performs a wide variety of clerical duties which could be confidential in nature; operates personal computer to perform basic to complex typing assignments to include: data entry, draft, edit, revise and print letters, tables, reports and other materials.
2. Coordinates collection of and electronic storage of data in the preparation of operating reports using Microsoft Word, Excel, and Banner.
3. Participates in the developing, planning and implementing of programs, office policies and procedures relevant to unit mission and goals.
4. Gathers data for budget preparation and inventory reports, prepares or assists in the preparation of the annual budget.
5. Maintains inventory levels of office supplies, departmental recruiting supplies, furniture and equipment and submits procurement requests as needed.
6. Coordinates the logistics of unit functions and events.
7. Answers and returns phone calls in a timely fashion while also directing calls to appropriate personnel.
8. Assists with travel claims for faculty and staff utilizing Concur and other available sources.
9. Maintains employment records for student workers and Graduate assistants including Hiring paperwork, EAFs, JLRs, PARFs, Offer letters, Tuition Remissions, Reappointments, Insurance reimbursements and cubicle assignments.
10. Submission of time sheets for payroll, leave reconciliation, and monitoring mandatory training for new hires.
11. Coordinates Advisory Board meetings.
12. Assists in the collection, preparation and production of the departmental newsletter.
13. Record keeping of incoming packages.
14. Administering card access thru Total Card.
15. Provides support to Business Coordinator and Business Manager in preparing monthly reports.
16. Attends in person and online training classes offered by the University that pertain to the department.
17. Maintains departmental owned vehicle records and scheduling of usage and maintenance.
18. Coordinates scheduling of student worker and assignment of tasks.
19. Other duties as assigned by Department Head, Business Manager and Business Coordinator.
Minimum Qualifications:
Education: High school diploma or GED.
Experience: Two (2) years of related experience to the duties and responsibilities specified.
Licensures: Must have valid driver's license and reliable transportation
Substitution allowed:
Indicated education is required; no substitutions allowed.
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 Microsoft Word, Excel, Power Point and Banner.
* Experience with hiring paperwork, travel reports and reconciliations.
* Ten key aptitude.
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:
Link to apply: http://explore.msujobs.msstate.edu/
Apply online and include Resume, Cover letter and list of references.
Screening Date:
September 20, 2025, until filled.
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 ada@hrm.msstate.edu.
If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) 325-3713 or ada@hrm.msstate.edu. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.
