Administrative Assistant

Apply now Job no: 505891
Position type: Full-Time 12-Month
Department: 012102 - Human Sciences- Early Childhood
Location: Madison County
Categories: Support Staff
Position Open Date:

Position Function:

Perform a variety of skilled office support and/or secretarial duties for a specified project which requires a range of skills and knowledge of organizational policies and procedures.

Salary Grade:  11

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:

Throughout its history, Mississippi State University-Extension Service (MSU-Extension) has demonstrated a deep and abiding commitment to programs that directly impact young children and their families. In the past decade, MSU-Extension has distinguished itself as Mississippi’s premier infrastructural support of high-quality early childhood education.

Anticipated Appointment Date:

May 2023. 

Essential Duties and Responsibilities:

The following examples are intended as illustrations only of the various types of duties assigned in positions allocated to this classification. The absence of specific statements of duties does not exclude those tasks from the position if the work is similar, related, or a logical assignment of the position.
1. Analyze operating practices such as record keeping systems, office layouts, and performance standards to create new systems or revise established procedures; remains abreast of trends in administrative operations.
2. Coordinates collection of and participates in the preparation of operating reports using word processing, spreadsheet, and database software.
3. Develops, plans, and implements programs, office policies, and procedures relevant to unit mission and goals.
4. Gathers data for budget preparation and inventory reports, prepares or assists in the preparation of the annual budget, and procures all supplies, furniture, and office equipment.
5. Manages complex events calendar for unit; coordinates the logistics of unit functions and events.
6. Answers and returns phone calls in a timely fashion while also directing calls to appropriate personnel.
7. Assist with travel claims of project staff.
8. Checks inventory of office supplies and completes purchase requests for needed supplies.
9. Other duties as assigned.
Responsible To:
• Executive Director
• Associate Executive Director
• Project Director
• Program Business Manager
• Business Coordinator
The location for this position is in Madison County, MS at the CAVS-Extension office.

Minimum Qualifications:

Education: High school diploma or GED.
Experience: Four (4) years of related experience to the duties and responsibilities specified.
Substitution: An equivalent combination of related education and related experience may be considered for this position.
Licensures: Must have a valid driver’s license and reliable transportation.

Preferred Qualifications:

Bachelor’s degree in business administration, accounting, or related field.

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

• Job requires standing, stooping/kneeling/crouching/crawling, and lifting up to 40 pounds.
• Vision requirements: Ability to see information in print and/or electronically.

Instructions for Applying:

Link to apply:

All applicants MUST apply online at to be considered for this position.

The following documents and information are required for application:
• Cover Letter
• Resume
• Contact information for at least three professional references

Screening Date:

May 9, 2023 until filled. 

Restricted Clause:

Position is contingent upon continued availability of funding.

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 (ADAAA), 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) 325-3713 or

If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) 325-3713 or Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.

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