Administrative Assistant I, II, III, or Senior

Position Function:

Performs and/or oversees a variety of associated administrative fiscal staff support and planning activities for the Research Business & Operations Center 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 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 Research Business and Operations Center (RBOC) provides comprehensive business financial and administrative support to the Applied Research Collaboratory (ARC) (previously High Performance Computing Collaboratory-HPC²) and multidisciplinary research initiatives supported by the Office of Research and Economic Development (ORED). RBOC delivers centralized services across the full research lifecycle including pre-award and post-award administration human resources procurement travel asset and facilities management and operational support. The center also enhances the visibility and impact of research through strategic communications branding and web services.

Essential Duties and Responsibilities:

1. Oversees and/or performs a range of administrative activities for the Research Business and Operations Center (RBOC); serves as a central point of liaison with departments within the Applied Research Collaboratory 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 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 for all centers and institutes housed in the building.
8. Manages the numerous conference rooms within the building for bookings as well as setup and room prep for meetings.
9. Establishes updates and maintains units files inventories and records; implements and maintains data management systems as required.
10. Leads and guides the work of lower level staff and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
11. Assists with NIST security to the building by monitoring badges of ARC personnel and conducting proper check-ins for visitors.
13. Performs miscellaneous job-related duties as assigned.

Minimum Qualifications:

Level I High school diploma and one year of experience directly related to the duties and responsibilities specified.
Level II High school diploma and four years experience directly related to the duties and responsibilities specified. For promotions experience must include at least three years at the preceding level.
Level III High school diploma and seven years experience directly related to the duties and responsibilities specified. For promotions experience must include at least three years at the preceding level.
Senior High school diploma and ten years experience directly related to the duties and responsibilities specified. For promotions experience must include at least three years at the preceding level.

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.

Instructions for Applying:

Link to apply: online by submitting a cover letter and resume.

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 .

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