Administrative Assistant 1

Job description

Posting Details

Position Information

Job TitleAdministrative Assistant 1FLSA StatusSalaried Non ExemptPosted Salary RangeCommensurate with experienceEmployment StatusFull TimeDepartmentCareer ServicesMinimum Qualifications

An Associates Degree or equivalent semester hours from accredited community or technical college with 1 year administrative or secretarial experience. Preferred Bachelor’s Degree.

Purpose of Job

Alcorn StateUniversity invites applications for the position of Administrative Assistant I within the Career Services Center. Under the direction of the Director of Career Services, this position performs various clerical, secretarial and administrative support duties within the Career Services Center.

This individual will also be expected to provide the highest level of customer service to internal and external constituents including faculty, staff, students, employers, and community members.

Scope of Responsibilities

This position’s primary responsibility is to provide office support to the department. The majority of work includes duties such as complex clerical assignments, establishing and maintaining records, responding to inquiries for the department on policies and procedures, process fiscal transactions, overseeing student staff, checks work of others, makes corrections, resolves problems, provides technical assistance to maintain departmental website and has daily interaction with public clientele, students, staff, and faculty.

Essential Job Functions

Office Support:
Resolves problems and responds to inquiries regarding rules, regulations, policies, department procedures, and department services; answers telephone; receives and refers visitors, makes appointments.
Reviews and responds daily to primary department email system.
Supports the office operations, establishes office procedures and standards, priorities and deadlines.

Prepares or assists in the preparation, compilation, and coordination of reports and records such as financial, labor distribution, equipment usage, purchasing, inventory, personnel, scheduling, registration, and testing;
Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and database files, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and database software to develop and maintain records; performs simple computer inquiry programming; uses graphics software and recommends appropriate display of information;
Orders, receives, and maintains inventory;

Schedules meetings, reserves rooms, and schedules invitations and screens calls for the Director.
Coordinates communication and meetings for the center.
Schedules and drafts work orders for repairs and maintenance of the department.
Oversees and organizes departmental monthly data and stats and prepares data for reports
Proofreads and checks materials/handouts/publications written by staff and makes suggestions and corrections when needed.

Works within the Handshake database, posting jobs and internships, training staff/students/faculty on system.
Assists with promotional marketing/event materials for department.
Assists staff with travel and expense requests.
Completes requisitions, invoices, collaborates with budget office, processing payments.


Increasingly responsible clerical/office experience OR an equivalent combination of experience, training and/or education which clearly demonstrates the ability to perform the essential functions of the job.
Experience or training that demonstrates the ability to use Word, Excel, e-mail and/or similar software applications to produce written correspondence, create and maintain spreadsheets, receive and respond to e-mail inquiries, tasks, etc.
Excellent communication (oral and written), interpersonal and organizational skills.
Ability to effectively organize multiple work assignments, involve competing priorities to produce work products that are accurate, of a high quality and meet deadlines.
Preferred Qualifications
General fiscal experience, training and/or education that demonstrates the ability to monitor and reconcile budgets, budgeting, travel, compile and interpret fiscal data and provide related reports.
Customer service experience.
Experience and/or familiarity with career database such as Handshake is preferred.

Licensing and Certifications

None required

Knowledge Skills and Abilities

Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity

Physical Requirements

Work in noisy (above 85 decibels) areasSedentary Work - Exerting 10 poundsLight Work - Exerting up to 20 poundsMedium Work - Exerting 20-50 poundsOccasionallyHeavy Work - Exerting 50-100 poundsVery Heavy Work - Exerting in excess of 100 poundsTravelOccasionallyExtended Work Hours Posting Detail Information

Posting NumberS578Number of Vacancies1LocationLormanPosition End Date (if temporary)Open Date10/14/2019Close Date10/25/2019Open Until FilledYesEEO Statement

EEO Statement:
Alcorn State University does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, age, disability, or other factors prohibited by law in any of its educational programs, activities, services, admissions, or employment practices. The following offices are designated to handle inquires and/or complaints regarding non-discriminatory policies and procedures of Alcorn State University:
Complaints, inquiries, or specific requests in regard to Title IX and Section 504 directives should be made to: Title IX Office, Walter Washington Administration Bldg., Room 519A, Lorman, MS, 39096, (601) 877-6700.
Complaints, inquiries, or requests in regard to non-discrimination in employment practices should be made to: Human Resources Department, Walter Washington Administration Bldg., Room 107, Lorman, MS, 39096, (601) 877-6188
Questions, complaints, or requests in regard to ADA/ADAAA compliance in employment practices should also be made to the department of human resources.

Advertising SummaryExcellent Benefits PackageSupplemental Questions

Required fields are indicated with an asterisk (*).

    Applicant DocumentsRequired Documents
    1. Resume
    2. Cover Letter/Letter of Application
    3. Writing Sample
    4. Letter of Recommendation (Professional)
    Optional Documents
    1. Unofficial Transcripts
    2. Letter of Recommendation (Personal)
    3. Letter of Recommendation (Professional or Personal)




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    Job No:
    Posted: 10/15/2019
    Application Due: 10/25/2019
    Work Type: