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Administrative Assistant

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Position Justification

Position Information

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Position Title Administrative Assistant
Unit Name Office of Development & Alumni
Salary Grade 3
Number of Months 12 months
Full-time or Part-time Full-Time
Hours per week 40
Proposed Annual Salary, Hourly Rate or One-time payment
Essential Duties
  • Maintains the front office area; serves as the office receptionist responsible for greeting office guests, answering and routing calls.
  • Responds to emails and general correspondence; processes incoming mail, date stamps and distributes.
  • Cross trains with the Executive Director’s administrative assistant.
  • Responsible for filing system both physical and electronic.
  • Responsible for office equipment maintenance; monitors department office supply inventory and purchases office supplies for the Office of Development and Alumni and the Career Services and Professional Development Center.
  • Maintains and updates files on alumni in Raiser Edge software.
  • Responsible for entering requisitions and purchase orders for the Office of Development and Alumni and the Career Services and Professional Development Center.
  • Coordinates, assembles, reviews, and mails materials for various letters and mailings for the Office of Development and Alumni and the Career Services and Professional Development Center.
  • Collects cash and/or checks received in person or via mail; provides receipts.
  • Assists with Â鶹ÊÓƵAA Board and Foundation Board meetings, projects, and correspondence as needed.
  • Assists in various aspects of alumni and major events, including RSVPs, name tags, etc.
  • Assists the Office of Development and Alumni and the Career Services and Professional Development Center with various aspects of special events, including Â鶹ÊÓƵcoming, Welty Gala, Scholarship Donor Appreciation Lunch, employer connections events, etc.
  • Assists department staff with completing check request forms.
  • Maintains inventory records of department equipment and furnishings for the Office of Development and Alumni and the Career Services and Professional Development Center
  • Performs other reasonable duties as assigned.
Minimum Qualifications
Education & Experience:
  • High school diploma or GED required; some college or technical school coursework and/or practical knowledge required
  • Associates or bachelors degree preferred
  • Requires more than 1 year of administrative experience in a professional office environment


Other Skills & Abilities:
  • High level of customer service skills
  • Proficient with Microsoft Office Suite
  • Must be well organized and detail oriented
  • Ability to respect confidential information

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch or crawl; and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. Work environment is general office conditions with moderate noise.
Job Description Summary
The Administrative Assistant provides high-level administrative and operational support to the Office of Development and Alumni. This role is essential in ensuring the smooth functioning of the office by managing daily operations, coordinating events, maintaining donor and alumni records, and supporting communication efforts. The ideal candidate is detail-oriented, proactive, and committed to fostering strong relationships with alumni, donors, and campus partners.
Hours of Availability
Background Check Statement
Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate.
Requisition Detail Information

Requisition Number FY20765NF
Open Date 06/24/2026
Will this job have a specific close date? No
Close Date
Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Â鶹ÊÓƵ Departmental Announcement
    • Â鶹ÊÓƵ Human Resources Office
    • Â鶹ÊÓƵ Website
    • Mississippi Employment Service
    • Local Newspaper
    • In-state Newspaper
    • Out-of-state Newspaper
    • The Chronicle of Higher Education
    • HigherEdJobs.com
    • Friend
    • Journal/Periodical
    • Off-campus Recruitment
    • Women/Minority Publication
    • Contacted by department and invited to apply
    • Other
    • The Academic Network (TAN)
  2. * Are you currently authorized to work in the United States? (Proof of Citizenship or Immigration status will be required upon offer of employment)
    • Yes
    • No
  3. * If hired, would you need sponsorship or work authorization to work for Â鶹ÊÓƵ now or in the future? (NOTE: Â鶹ÊÓƵ does not sponsor employment visas.)
    • Yes
    • No
  4. * What database, spreadsheet and processing software experience do you have?

    (Open Ended Question)

  5. * Computer proficiency with use of multiple applications is required for this position. 1. Provide an example of when you used multiple computer programs and applications to find an answer or answer a question. 2. List the computer programs and/or applications that you used.

    (Open Ended Question)

  6. * The ideal candidate will work with various campus constituents. Describe how you form professional working relationships with students, administrators, faculty, and other members of the university.

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents