Executive Assistant to the Vice President - Mississippi State University (MS) : Job Details

Position Function:

Independently manages and oversees the activities of the Vice President of a major, multifaceted division of the University. Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the office and assists and represents the office principal in communicating with constituents. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the office principal, including those of a sensitive and/or confidential nature. Manages a variety of special projects, some of which may have institutional impact.

Salary Grade: 14

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.

Essential Duties and Responsibilities:

1. Serves as the primary point of initial contact on any matter directed to the office by University and community constituencies; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.

2. Oversees and coordinates the day-to-day activities of the office administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.

3. Manages special programs for the office principal, some of which may have University-wide impact.

4. Gathers, investigates, researches, analyzes, and/or studies information affecting University-wide, intradepartmental, or interdepartmental operations.

5. Coordinates the disposition and/or resolution of individual problems and disputes involving faculty, staff, students, and/or members of the general public, as they arise.

6. Coordinates and/or assists with establishing or recommending budget allocations for the office and reviews revised and final budgets; may coordinate the budget processes for one or more other internal or external organizational entities, as specifically assigned.

7. Reviews and approves transactions, as assigned, and advises the office principal on appropriate disposition; provides key coordination and consultation with regards to faculty/staff recruitment and hiring, as appropriate to the position.

8. Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.

9. Participates in various committees and professional organizations.

10. Oversees the planning and coordination of key special events for the office principal.

11. Performs miscellaneous job-related duties as assigned.

Supervisory Responsibility:

This position may supervise/coordinate the work of other staff.

Minimum Qualifications:

* Bachelor's degree* Business or other related discipline.

* Seven years' of directly related experience to the duties and responsibilities specified.

* A valid driver's license is required.

* Any equivalent combination of education and/or experience will be considered for this position.

Preferred Qualifications:

Administrative experience supporting executive officers in a University setting

Knowledge, Skills, and Abilities:

1. Direct, supervise, and coordinate the administrative function of a complex office.

2. Manage complex events calendar for unit; coordinate the logistics of unit functions and events.

3. Manage complex scheduling as directed for the Vice President.

4. Prepare documents for the Vice President as needed for meetings.

5. Study, analyze, and recommend procedures and processes to improve continuity and simplify reporting

6. Manage the daily financial activities of the department or unit, which include budget preparation and control, accounting, purchasing, and business planning and management; ensures compliance with university policies and procedures, state, and federal regulations

7. Coordinate, design, and implement internal financial reporting systems, financial controls, and management information systems in coordination with the automated financial reporting systems of the university.

8. Develop and implement systems and processes to establish and maintain records for the operating unit.

9. Prepare, in conjunction with the budget office, budget requests, operating budgets and formal budget revisions as required.

10. Coordinate the preparation of reports for management; presents recommendations for changes and/or improvements, monetary control, and adherence to budgets.

11. Evaluate and/or negotiates contracts for the purchase of services in coordination with the university purchasing department.

12. Manage cash, cash-related receipts, accounts receivable and credit and collection functions, ensuring timely processing of billings, payments, and collection of program revenue.

13. Fleet Management.

14. As appropriate to the needs of the unit, may oversee auxiliary units.

15. Represents the organization at various community and/or business meetings, committees, and task forces.

16. Performs miscellaneous job-related duties as assigned.

Working Conditions and Physical Effort

* No or very limited physical effort required.

* No or very limited exposure to physical risk.

* Work is normally performed in a typical interior/office work environment.

* Position may require occasional travel.

Instructions for Applying:

Apply online, attaching a resume and cover letter.

Screening Date:

Screening will begin on November 11, 2024 and continue until the position has been filled.

Equal Employment Opportunity Statement:

MSU is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, sex, religion, national origin, disability, age, sexual orientation, genetic information, pregnancy, gender identity, status as a U.S. veteran, and/or any other status protected by applicable law. We always welcome nominations and applications from women, members of any minority group, and others who share our passion for building a diverse community that reflects the diversity in our student population.

What do I do if I need an accommodation?

In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: (662) ###-#### or [email protected].

If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) ###-#### or [email protected]. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.