We're Hiring!

Position Function:

The Office Manager will oversee the general administrative function and activities of the office. Oversees such actions as business operations, human resources administration, accounts payable, accounts receivable, business resources, facilities operations, etc.

Salary Grade:  13

Please see Staff Compensation Structure for salary ranges.  

Essential Duties and Responsibilities:

• Coordinate and maintain daily flight schedules for the university aircraft
• Communicate with administration, passengers, pilots, and other departments regarding travel arrangements
• Coordinate flight changes and schedule adjustments
• Coordinate with pilots regarding trip details, passenger requirements, and scheduling needs
• Maintain accurate flight calendars and communicate schedule updates in a timely manner
• Maintain trip records and related documentation
• Oversee daily administrative duties of the flight department
• Maintain organized electronic and physical filing system
• Prepare expense reports, invoices, purchase orders, and other departmental paperwork
• Process vendor invoices and coordinate payments with accounting
• Assist with departmental budgets and expense tracking
• Coordinate FBOs, hotels, rental car companies, and catering providers
• Help ensure travel arrangements are accurate, timely, and cost-effective
• Provide administrative support to the Director of Operations and flight crew
• Maintain strict confidentiality regarding administrative travel, university and passenger information
• Previous experience in office management, administrative support, or scheduling
• Strong written and verbal communication skills
• Proficiency in Microsoft Office, Outlook, Excel and calendar management
• Strong attention to detail and problem-solving abilities
• Professional demeanor and ability to interact with administration, pilots, passengers, and vendors
• Perform additional duties as needed

Minimum Qualifications:

Bachelor's degree in Business Administration, Accounting, Finance, or other appropriate discipline.

Any equivalent combination of related education and related experience may be considered for the position.

Preferred Qualifications:

Experience in fiscal services, administration and/or human resources

Knowledge, Skills, and Abilities:

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Ability to gather data, compile information, and prepare reports
• Records maintenance skills
• Ability to analyze and solve problems
• Skill in organizing resources and establishing priorities
• Ability to lead and train staff and/or students
• Demonstrated ability to maintain confidentiality
• Knowledge of office management principles and procedures
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues
• Skills in the use of database management, word processing, spreadsheet, and/or presentation software
• Organizing and coordinating skills
• Ability to foster a cooperative work environment
• Effective verbal and written communication skills

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

Instructions for Applying:

Submit an online application along with a resume and cover letter.

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.