Administrative Assistant I

MSU Jobs•Starkville, MS

1d•Onsite

About The Position

The Administrative Assistant's responsibilities chiefly fall within the following core functions, although he/she may perform other tasks as needed: Administrative support for the Department Head and Associate Department Head, Business Office support, and general staff responsibilities. The Department of Computer Science and Engineering (CSE) at Mississippi State University is a vibrant and growing academic unit committed to excellence in education, research, and service. Mississippi State University is classified as an R1 – Very High Research Activity doctoral university under the Carnegie Classification and is designated by the National Security Agency as a National Center of Academic Excellence in Cyber Operations, Cyber Defense Research, and Cyber Defense Education. The department is home to 28 faculty members and serves approximately 1,000 undergraduate and graduate students. CSE offers undergraduate degree programs in Computer Science, Software Engineering, Cybersecurity, and Artificial Intelligence, as well as a jointly administered Computer Engineering program with the Department of Electrical and Computer Engineering. The Computer Science program includes concentrations in Artificial Intelligence, Systems, Human and Visual Computing, Computational Science, and General Computer Science. Additional undergraduate offerings include a Bachelor of Applied Science (B.A.S.) in Cybersecurity and minors in Computer Science, Software Engineering, and Artificial Intelligence. CSE also provides an accelerated B.S./M.S. pathway that allows students to earn a bachelor’s degree in Computer Science or Software Engineering and a master’s degree in Computer Science in four academic years plus one additional calendar year. At the graduate level, the department offers M.S. and Ph.D. degrees in Computer Science, along with M.S. degrees in Cyber Security and Operations, Artificial Intelligence, and Data Science. Faculty also supervise graduate students in Computational Engineering. Certificate programs are available in Information Assurance, Cyber Operations, and Computational Biology. The department maintains a strong and diverse research portfolio, with annual research expenditures exceeding $4.6 million in the most recent fiscal year. Core research areas include cybersecurity, artificial intelligence, computational science, visualization and graphics, bioinformatics, parallel and distributed computing, software engineering, human‑robot interaction, augmented and virtual reality, and computer science education. Faculty actively collaborate across campus through research centers such as the Center for Advanced Vehicular Systems, the Center for Cyber Innovation, the Center for Computational Science, and the Institute for Genomics, Biocomputing & Biotechnology.

Requirements

High school diploma
Two (2) years of clerical or office experience directly related to the duties and responsibilities specified.
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.
Demonstrated computer literacy skills, using MS Office applications and other basic data systems including internet navigation, maintenance skills.
Organizing and coordinating skills.
Ability to manage their time and tasks effectively and efficiently, handling multiple time sensitive projects at the same time.
Ability to maintain confidentiality of records and information.
Ability to perform simple accounting procedures.
Ability to understand and follow specific instructions and procedures.
Ability to maintain calendars and schedule appointments.
Ability to create, compose, and edit written materials.
Knowledge of supplies, equipment, and/or services ordering and inventory control.
Skill in the use of operating basic office equipment.
Ability to communicate effectively, both orally and in writing.

Nice To Haves

Bachelor’s degree in accounting or business.
Experience in fund accounting.
Experience with the MSU Banner Operating System.

Responsibilities

Performs a wide variety of clerical duties which could be confidential in nature; operates personal computer to perform basic to complex typing assignments to include: enter data, draft, edit, revise, and print letters, tables, reports, and other materials.
May greet and direct visitors, when appropriate; resolve routine administrative problems and answer inquiries concerning activities and operations of department/division.
May answer telephone, route calls, take messages, and provide general information about the University, the department, and the programs offered within the department.
Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
May establish, maintain, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
May sort, screen, and distribute incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles and operates a variety of office equipment.
May arrange meetings and conferences, schedules interviews and appointments, and perform other duties related to maintaining one or more individual schedules; take meeting minutes; make travel and lodging arrangements using the MSU Concur Travel System, either directly or through travel agencies.
May order, stock, and distribute office supplies, and recruiting materials.
Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.
Assist with inventory control through self-audits, State of Mississippi Audits, hand-receipt and acquisition management, and inventory disposal.
Submit semi-monthly payrolls and manage timesheets of student workers and staff and acquire necessary signatures and approvals.
Process electronic leave in Banner for all faculty, staff, and student workers and finalize in Banner before the end of the month.
Assist in the reconciliation of the CSE monthly ProCard statements. Assist with semi-annual ProCard audit preparations.
Prepare Direct Pays, etc. for reimbursements to faculty, staff, and students.
Performs miscellaneous job-related duties as assigned.