Note for Current UM Employees
Current employees must apply internally via ConnectU - connectu.olemiss.edu
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 Division of Outreach and Continuing Education consists of ten departments and over 100 employees. The mission of the Division of Outreach is to create innovative and accessible pathways to academic, personal, and professional enhancement for all learners through collaboration with our community, regional, and national partners. The Division values integrity, quality, and efficiency in the creation and implementation of innovative educational strategies to enrich lives through exploration, engagement, and transformation. here to read more about the Division’s programs.
Role Specifications
Below you will find classification and compensation information. For additional details behind the University of Mississippi classification system Human Resource Compensation Page
Family - Administration
Sub-Family - Administration Operations
Career Track / Level - O2
Grade - 3
MinMidMax
$16.94$21.18$25.42
Role Summary
The Administrative Assistant II plays an integral role in supporting the Division of Outreach by serving as the first point of contact for students, guests, and partners. This position ensures smooth daily operations at the Outreach Welcome Desk, provides exceptional customer service, and coordinates essential administrative functions. From assisting with calendars and communications to organizing travel and meetings, the Administrative Assistant II helps the division run smoothly.
Examples of Work Performed
-Welcomes and assists visitors at the Outreach Welcome Desk providing directions and customer service.
-Opens and closes the front desk, copier rooms, and conference rooms daily.
-Screens and directs phone calls to appropriate Outreach or UM departments.
-Responds to inquiries via phone, email, and computer systems in a timely manner.
-Manages calendars, appointments, and meetings for Outreach Administration, including the Associate Provost/Director of Outreach.
-Provides accurate information about Outreach and general university services.
-Drafts and distributes division-wide communications with accuracy and attention to detail.
-Sorts and distributes daily mail and notifies offices of package deliveries.
-Coordinates travel and conference arrangements, including travel forms.
-Assists with Writing Project cash receipting by completing forms, logging data, and notifying the Writing Project Director.
-Orders supplies and processes internal purchasing forms.
-Trains temporary staff and student workers who provide relief support when out of office.
-Maintains organized physical and electronic filing systems in accordance with procedures.
-Reviews and updates employee lists, email groups, and contact information monthly.
-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
-2 years of experience in the above-described job duties.
-Experience with Microsoft Outlook calendar (shared calendars, scheduling assistant, sending meeting invites, etc.)
-Experience with setting up Zoom meetings, adding links to invites, etc.
-Resume and cover letter are required.
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.
