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 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.

Essential Duties and Responsibilities:

1. Work with coordinators, department head, faculty, and graduate school to maintain currency of student folders, programs of study, committee establishment, matriculation progress, and paperwork associated with milestone events for mental health programs.
2. Prescreen and prepare application materials for review by faculty in all mental health programs.
3. Facilitate scheduling of interviews for applicants who have been screened as viable by program committees.
4. Collect, record, and store outcomes information on undergraduate and graduate students for student records, reporting to graduate school, and IE/Unit reporting.
5. Work with program coordinators, graduate coordinators and department head in managing permissions to enroll, capacity overrides, etc. for undergraduate and graduate students in mental health programs each semester.
6. Prepare letters/correspondence for department head, graduate coordinators, coordinator, and program coordinators related to: a) new student entry b) program issues c) notification of status change d) degree checkout e) appeals f) defenses/examinations
7. Review and assist with graduation checkouts based on lists received from OGS; work with graduate coordinator and major professors to identify and address any documentation deficiencies.
8. Coordinate scheduling of comprehensive examinations; including faculty proctors, student registration, and assist with distribution of exams to appropriate faculty for scoring and reporting.
9. All 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. Bachelors 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: Link to apply: http://explore.msujobs.msstate.edu Applicants must apply at www.msujobs.msstate.edu and attach a cover letter, 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 Email: orada@hrm.msstate.edu

If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) 325-3713 or orada@hrm.msstate.edu. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.