Position Function:
Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities for an executive director, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department.
Salary Grade: 12
Please see Staff Compensation Structure for salary ranges.
Essential Duties and Responsibilities:
1. Oversees and/or performs a range of diverse administrative activities for an organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit
2. Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation
3. Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives
4. Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources
5. Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding
6. Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments
7. Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required
8. Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required
9. Leads and guides the work of lower-level staff and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal
10. Assist in event planning and coordination of materials for events
11. Manage inventory for donor recognition level gifts and oversee mailing processes
12. Assist Executive Director with donor recognition letters by providing spreadsheets, letter templates and confirmation of accurate information
13. Work with Data Services to update contact information for donors and confirm accuracy of data provided
14. Performs other duties as assigned
Minimum Qualifications:
Education: H.S. diploma or equivalent Information Technology, Business Administration, Statistics, Economics or closely related field
Experience (yrs.): 5-7 years
Substitution allowed:
Any equivalent combination of related experience and/or education approved by the Department of Human Resources Management.
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.
At this time, MSU is unable to offer H-1B visa sponsorship for this role. This applies until further notice.
Instructions for Applying:
Submit an online application along with a resume and cover letter.
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.
