Administrative Assistant I, II, III, or Senior

MSU Jobs • Starkville, MS

1d • Onsite

About The Position

Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities for the Research Business & Operations Center, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department. The Research Business and Operations Center (RBOC) provides comprehensive business, financial, and administrative support to the Applied Research Collaboratory (ARC) (previously High Performance Computing Collaboratory-HPC²) and multidisciplinary research initiatives supported by the Office of Research and Economic Development (ORED). RBOC delivers centralized services across the full research lifecycle, including pre-award and post-award administration, human resources, procurement, travel, asset and facilities management, and operational support. The center also enhances the visibility and impact of research through strategic communications, branding, and web services.

Requirements

• Level I: High school diploma and one year of experience directly related to the duties and responsibilities specified.
• Level II: High school diploma and four years’ experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.
• Level III: High school diploma and seven years’ experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.
• Senior: High school diploma and ten years’ experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.
• 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.
• Excellent written and verbal communication skills.
• Working knowledge of word processing, spreadsheet, and database software packages.

Nice To Haves

• Bachelor’s degree in accounting or business.
• Experience in fund accounting.

Responsibilities

• Oversees and/or performs a range of administrative activities for the Research Business and Operations Center (RBOC); serves as a central point of liaison with departments within the Applied Research Collaboratory and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
• Provides and/or oversees support activities such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required for all centers and institutes housed in the building.
• Manages the numerous conference rooms within the building for bookings as well as setup and room prep for meetings.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
• Assists with NIST security to the building by monitoring badges of ARC personnel and conducting proper check-ins for visitors.
• Performs miscellaneous job-related duties as assigned.

Benefits

• Salary Grade : 12 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees