Administrative Assistant (Temporary)

Note for Current UM Employees

Current employees must apply internally via ConnectU >

The University of Mississippi

The University of Mississippi fondly referred to as Ole Miss stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant inclusive community where every member student faculty and staff can achieve their fullest potential.

Department Summary

The Office of the Vice Chancellor for Research and Economic Developments mission is to provide leadership to faculty staff and emerging researchers in the pursuit of their research and scholarly activity.

Role Specifications

Below you will find classification and compensation information. For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -Administration

Sub-Family -Administration Operations

Career Track / Level -O2

Grade - 3

Role Summary

This position provides assistance to the Office of Research and Economic Development by performing advanced level duties involving planning administering and reporting for the management of the office. The incumbent provides administrative support coordinates the daily office operations arranges meetings and events maintains calendars collects and compiles data prepares reports and assists with oversight of financial operations. The preferred candidate will have strong listening skills excellent verbal and written communication abilities and discretion around sensitive documents and will grasp new concepts and processes easily and efficiently. Work experience should demonstrate ability to manage and prioritize tasks well and be able to make quick decisions under limited supervision.

Examples of Work Performed

• Provides administrative support in managing the day-to-day operations of the Office for Research and Economic Development (ORED).
• Monitors compliance with departmental policies and procedures.
• Maintains departmental budgets and monitors expenditures.
• Processes various forms for purchasing travel authorizations e-forms job postings employment etc.
• Coordinates logistics for travel such as travel authorizations travel reimbursements booking of hotels/flights/meals and other aspects of travel.
• Schedules and coordinates meetings events and activities.
• Prepares agendas notes minutes summaries and reports.
• Completes applications agreements or other forms as assigned.
• Enters data in databases compiles data and prepares summaries.
• Manages assigned tasks and projects; determines priority monitors progress of assignments throughout completion and updates relevant colleagues on status.
• Maintains accurate and current records of departmental inventory employee files student files annual reports and other related data.
• Updates departmental website and/or social media as needed.
• Maintains personnel files and initiates forms for various employment actions such as position posting and search processes employee hiring employee status changes payroll and employment separations.
• Coordinates the scheduling of conference room spaces and booking of spaces for meetings and events.
• Coordinates the inventory purchase usage and repair of equipment salvage of equipment supplies and materials.
• Processes requisitions purchase orders procurement card purchases Foundation account purchases and oversees the receipt of supplies.
• Coordinates work of assigned support staff and student workers.
• Ensures all assigned tasks are in compliance with department University Federal State Southeastern Conference (SEC) and NCAA rules and regulations.
• Performs similar or related duties as assigned or required.

Essential Functions

These essential functions include but are not limited to the following. Additional essential functions may be identified and included by the hiring department.

1. Schedules logistics and secures resources for meetings conferences travel and work unit operations.
2. 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.
3. Processes enters tracks and reconciles financial transaction and human resources data.
4. Collects analyzes and prepares various communication materials from established sources utilizing technology mediums.
5. Sends receives copies and distributes communications to the appropriate entities according to established policies and procedures under general supervision.
6. Maintains organization and updates physical and electronic records related to work operations according to established policies and procedures.

Minimum Education/Experience

Education: High Schools Degree or GED

Experience: (3) Three years of related experience

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Preferred Qualifications

Preferred Experience/Education: Bachelors degree from an accredited four-year institution. Experience working in in higher education.

• Familiarity with Workday Cayuse SAP LinkedIn ConnectU Blackboard SmartSheet and similar programs.
• 8am-5pm M-F availability. This is a fully in-person Oxford-campus position. Hybrid/remote capability is not available.
• Required for Application Resum and Cover Letter required.
• Applications encouraged to be submitted by August 25 2025.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice education program or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and does not unlawfully discriminate against any employee or applicant for employment based upon race color gender sex pregnancy sexual orientation gender identity or expression religion national origin ethnicity citizenship age disability military status protected veteran status genetic information or any other legally protected status.

Minimum Physical Requirements

Physical Requirements: These physical requirements are not exhaustive and additional job-related physical requirements may be added to these by individual agencies on an as needed basis.

Corrective devices may be used to meet physical requirements.

Physical Exertion: The incumbent may be required to lift up to approximately 10 pounds.

Vision: Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination: While performing the duties of this job the incumbent is frequently required to talk and hear; and use hands to finger handle or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check and when appropriate a financial (credit) report or driving history check.