Administrative Assistant To The Dean; Graduate Program & Office Coordinator

Job Details

Job Location: Hattiesburg - Hattiesburg, MS

Salary Range: Undisclosed

Description

Duties and Responsibilities

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. The duties and responsibilities listed are essential job functions and exclude functions that are incidental to the performance of fundamental job duties.

• Assist the university in implementing the Statement of Purpose

• Assist the university and department in implementing long-range institutional and financial plans

• Receive students, employees, and visitors entering the office

• Answer phone, voicemail, and email for the department

• Respond to questions about the Graduate Curriculum and Instruction degree programs

• Create and update course master schedule for graduate C &I and PEG (athletics) programs.

• Coordinate admissions and monitor the academic standing of graduate students and maintain student files.

• Maintain graduate program syllabi and upload to the university database

• Monitor work-study students and their duties as scheduled

• Coordinates and oversees the day-to-day management of the facility, department vehicles, office equipment/supplies, and maintenance requests.

• Process and maintain records for finance expenditures (including purchase orders, check requests, and purchase cards) for the School of Education.

• Process incoming and outgoing postal & UPS mail

• Maintain minutes for all departmental-wide meetings.

• Assist the Dean and Assistant Dean with additional tasks as assigned

Required Application Documents

• Vitae or Resume

• Cover Letter

Qualifications

Required Qualifications

• Completion of a high school diploma.

• Five years' experience in an administrative assistant office position or comparable experience

• Ability to use common office productivity software, including Microsoft Office suite (Word, Excel, and Outlook). Ability to use student database software, Mach forms.

• Ability to communicate effectively, both verbal and written.

• Must have excellent interpersonal and organizational skills. Must always present a professional and respectful manner when dealing with a variety of situations and people.

• Ability to solve practical problems and deal with a variety of situations and people

• Ability to respect and adhere to the strict confidentiality requirements of the Dean's Office

• Ability to multi-task and work in a fast-paced environment

• Valid driver's license and insurance

Preferred Qualifications

• Administrative experience working in Education (K-12 or Higher Education)

• Completed degree from an accredited institution.

• Experience in social media management

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment including a computer and 10-key calculator

• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone

• Must have the ability to sit or stand for extended periods

• Must have strength and agility to move files, paper boxes, and minor office equipment

• Must have mobility to run errands to other offices and collect mail from post office