We're Hiring!

Position Function:

The Administrative Assistant provides comprehensive administrative, clerical, financial, and operational support to the Department Head, Associate Department Head, faculty, staff, and students within the Department of Animal and Dairy Sciences. This position is responsible for coordinating daily office operations, maintaining departmental records, supporting business and financial activities, assisting with personnel and student-related processes, and serving as a primary point of contact for internal and external stakeholders. The Administrative Assistant helps ensure the efficient and professional operation of departmental programs, teaching, research, extension, and outreach activities.

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:

The Department of Animal and Dairy Sciences is a leading academic unit within the College of Agriculture and Life Sciences and the Mississippi Agricultural and Forestry Experiment Station at Mississippi State University. The department is committed to excellence in teaching, research, Extension, and service while preparing students for careers across the animal agriculture industry.

Faculty, staff, and students engage in disciplines including animal production, meat science, reproductive physiology, nutrition, livestock management, dairy science, and animal biotechnology. The department maintains strong partnerships with producers, industry stakeholders, governmental agencies, and professional organizations while supporting undergraduate and graduate education, research innovation, and outreach programs that advance Mississippi's animal agriculture industries.

Anticipated Appointment Date:

August 2026. 

Essential Duties and Responsibilities:

Administrative Support

1. Provide administrative and clerical support to the Department Head and other faculty and staff in the department.
2. Prepare, edit, proofread, and distribute correspondence, reports, spreadsheets, presentations, and other departmental documents.
3. Manage calendars, schedule appointments, coordinate meetings, and maintain departmental schedules.
4. Arrange travel and lodging utilizing university-approved travel systems and procedures.
5. Record, prepare, and distribute meeting agendas and minutes.
6. Serve as a liaison with university departments, students, faculty, alumni, industry representatives, and the public.
7. Answer telephone calls, respond to routine inquiries, and welcome visitors in a professional manner.
8. Maintain a professional, organized, and customer-focused office environment.

Records Management and Compliance

1. Maintain monthly mileage logs for departmental vehicles and enter required data into the university portal.
2. Establish, maintain, and update confidential personnel, student, financial, and departmental records.
3. Maintain electronic and physical filing systems in accordance with university policies and records retention requirements.
4. Enter and maintain information within university systems and databases.
5. Compile data and prepare recurring reports and documentation as requested by departmental leadership.
6. Protect the confidentiality of sensitive personnel, student, financial, and research information.

Business and Financial Support

1. Assist with departmental purchasing, procurement requests, reimbursements, and vendor coordination.
2. Process invoices, receipts, direct pays, and other financial documentation in accordance with university procedures.
3. Support reconciliation of departmental procurement card transactions and assist with audit preparation.
4. Assist with inventory management, equipment records, and required inventory audits.
5. Monitor office supply inventories and coordinate purchasing of office and program materials.

Personnel and Payroll Support

1. Assist with onboarding and personnel documentation for faculty, staff, graduate assistants, and student employees.
2. Support payroll functions, including timesheet processing and required approvals.
3. Process leave transactions and maintain related records in university systems.
4. Maintain personnel files and monitor required documentation and training records.

Student and Program Support

1. Provide administrative support for undergraduate and graduate academic programs, departmental events, and recruitment activities.
2. Assist with coordinating seminars, workshops, advisory board meetings, field days, and departmental functions.
3. Support communication efforts with current and prospective students, alumni, and industry partners.
4. Maintain departmental recruiting materials and assist with outreach initiatives.

General Responsibilities

1. Sort and distribute incoming and outgoing mail and packages.
2. Operate standard office equipment and software applications.
3. Participate in appropriate departmental meetings, university training programs, and professional development activities.
4. Perform other duties as assigned in support of departmental goals and objectives.

Minimum Qualifications:

Education: High school diploma

Experience (yrs.): Four (4) years directly related to the duties and responsibilities specified.

Substitution allowed:
Indicated education is required; no substitutions allowed.

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Preferred Qualifications:

• Associate or bachelor’s degree.
• Experience working in higher education or a university environment.
• Experience with Banner, Concur, or similar enterprise management systems.
• Knowledge of university purchasing, payroll, travel, and record keeping procedures.
• Experience supporting academic departments, agricultural programs, or research units.

Knowledge, Skills, and Abilities:

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively.
• Ability to interact professionally with diverse constituencies.
• Effective problem-solving and customer-service skills.
• Ability to handle confidential information with discretion.
• Ability to interpret and apply university policies and procedures.
Proficient with Microsoft Office Suite and general office technologies.

Working Conditions and Physical Effort

• Work is normally performed in a typical interior/office work environment.
• No or very limited exposure to physical risk.
• No or very limited physical effort required.

Instructions for Applying:

Link to apply:  http://explore.msujobs.msstate.edu/

All applicants must apply online at www.jobs.msstate.edu to be considered for this position. Attach to the online application college transcripts, resume, and cover letter. Any social security numbers included on requested transcripts should be redacted prior to submitting online. Three names of reference along with contact information should be submitted with the application.

Screening Date:

August 4, 2026, until filled. 

Equal Employment Opportunity Statement:

Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, (662) 325-5839.

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) 325-3713 or ada@hrm.msstate.edu.

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