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Administrative Assistant II

Alcorn State University
Lorman, MS

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Job Title:

Administrative Assistant II

FLSA Status:

Salaried Non Exempt

Posted Salary Range:

Commensurate with experience

Employment Status:

Full Time


Women's Business Center

Minimum Qualifications:

High school diploma; some college preferred.
Two to three years of office experience preferred.

Purpose of Job:

The incumbent is generally the primary or lead administrative support position in the department and performs duties as assigned, working independently, applying well-developed secretarial and office support knowledge, while exercising independent judgment and initiative.

Scope of Responsibilities:

The Administrative Assistant II provides senior-level administrative support to the Women’s Business Center (WBC) by establishing and maintaining effective communication, coordination, and working relationships with clients, visitors, callers, business professionals, university employees, and management.

The Administrative Assistant II schedules the date, time, and location of educational training seminars, webinars, or workshops that are delivered by the Business Trainers to WBC clients. Clients will have the option of attending training events in-person or virtually, depending on the method of delivery (in-person, hybrid, or virtual). The Administrative Assistant II coordinates the in-person, hybrid, and virtual delivery of those training events.

The Administrative Assistant II is responsible for supporting the administrative needs of the Women Business Center’s office including client coordination, market outreach, office supply management, and records management. The Administrative Assistant II performs a wide range of office support functions such as conducting research, preparing statistical reports, handling information requests, completing Banner requisitions, completing Banner travel requests, preparing correspondence, receiving visitors, arranging conference calls, and event planning, and scheduling meetings.

Essential Job Functions :

• Greet clients, stakeholders, and visitors; determine which WBC staff they should be directed to for their particular needs
• Work with the WBC Director and Business Trainers to coordinate details (date, time, location, etc.) of group training seminars, webinars, or workshops
• Create group training seminar, webinar, or workshop event postings in CRM
• Update universal slide decks for WBC Business Trainers’ presentations with new graphics and branding consistency
• Assist the Director in coordinating the marketing efforts of the WBC with the ASU Office of Marketing and Communication
• Assist in coordinating the marketing efforts and logistics for WBC group training seminars, webinars, or workshops, including flyers, sending materials to speakers for program execution, collecting and analyzing registration and survey results, coordinating any event follow-up activities, and assisting with creating copy and posting to social media
• Assist Director in preparing presentations and materials for events
• Responsible for data entry and database management, in CRM, to accurately record client information and outcomes
• Assist in WBC market outreach activities as assigned.
• Assist in management of WBC social media sites as assigned
• Answer phone calls and direct calls to appropriate parties or take messages
• Open, sort, and distribute incoming correspondence, including faxes and email
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work
• Prepare invoices, requests, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Maintain and retrieve detailed records, documents, and reports
• Prepare responses to correspondence containing routine inquiries
• Manage and maintain WBC Director schedule
• Make travel arrangements for WBC Director
• Conduct research, compile data, and prepare papers for consideration and presentation to WBC Director
• Meet with individuals, special interest groups, and others on behalf of WBC Director
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for advisory board meetings, and other meetings.
• Attend meetings to record minutes
• Compile, transcribe, and distribute minutes of meetings
• Work with clients in terms of registration, enrollment, and coordination of participation in WBC programs


High school diploma; some college preferred.
Two to three years of office experience preferred.

Licensing and Certifications :


Knowledge Skills and Abilities:

• Knowledge of business fundamentals
• Knowledge of Microsoft Office Suite
• Knowledge of Banner, preferred
• Knowledge of Client Record Management System (CRM) for internal job functions, preferred
• Experience working in professional office setting and interacting with small business owners
• Strong interpersonal skills, and the ability to work with and support diverse individuals and populations
• Exceptional customer service and communication skills, written and verbal
• Excellent Active Listening skills, giving full attention to what clients are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Strong organization and time management skills
• Strong attention to detail and ability to accurately review and record information
• Ability to interact with diverse stakeholders such as clients, internal staff, community partners, government agencies, and other stakeholders
• Personality and disposition characterized by collaboration, collegiality, accountability, and empathy

Sedentary Work - Exerting 10 pounds:




Extended Work Hours:


Posting Number:


Number of Vacancies:




Open Date:


Open Until Filled:


EEO Statement:

Alcorn State University

Equal Employment Opportunity and Notice of Non-Discrimination
Alcorn State University is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Alcorn State University is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

Advertising Summary:

Excellent Benefits Package


Institutional Statement

Alcorn State University is a premier comprehensive land-grant university that develops diverse students into globally-competitive leaders and applies scientific research through collaborative partnerships which benefit the surrounding communities, states, nation and world.


Alcorn is the oldest public historically black land-grant institution in the United States and the second oldest state supported institution of higher learning in Mississippi. When it was founded in 1871, the institution’s three major study components were the four year college track, the two year track, and the three year graded track. The students spent the mornings from seven o’clock until noon in classes. In the afternoon, they worked in the various shops for eight cents per hour. Room and board, including laundry, equated to five dollars a month.

Alcorn State University was founded as the result of the people of Mississippi’s efforts to educate the descendants of formerly enslaved Africans. It was named in honor of the sitting governor of Mississippi, James L. Alcorn. The site was originally occupied by Oakland College, a school established by Presbyterians in 1828. The state of Mississippi purchased the Oakland College campus for $40,000 and named it Alcorn University with the first president being Hiram R. Revels. Revels resigned his seat as a United States senator to assume the post. The state legislature provided $50,000 in cash for ten successive years for establishment and overall operation of the college. Additionally, proceeds from the sale of 30 acres of land for $188,928 yielded three-fifths of the proceeds for Alcorn, totaling $113,400. These proceeds were used only for the agricultural and mechanical components of the college.

In 1878, Alcorn University became Alcorn Agricultural and Mechanical College. The original purchase of 225 acres of land had grown to over a 1700 acre campus. Alcorn is situated in Claiborne County, seven miles west of Lorman, Mississippi, 80 miles south of the capital city Jackson, Mississippi, 45 miles south of Vicksburg, Mississippi and 40 miles north of Natchez, Mississippi. The college was exclusively for males at first, but eventually women were admitted. A dormitory for women was built in 1902. Over time facilities increased from three historic buildings to more than 80 modern structures. 

In 1974, Alcorn Agricultural and Mechanical College became Alcorn State University. Governor William L. Waller signed House Bill 298, granting this status. Alcorn has thrived by continuously accomplishing dynamic goals and objectives despite limited resource allocations from the state. By the early 1990s, Alcorn’s physical plant and academic programs had grown from just a name change into a more diversified university. The student population is now representative of more than 65 counties, more than 30 states and at least 18 foreign countries. The university provides an undergraduate education that enables students to successfully pursue work in graduate and professional schools, engage in teaching, and enter other professions. As Mississippi recognized the importance of educating all citizens, Alcorn grew in status and importance.

Alcorn State University began with eight faculty members in 1871 and today there are more than 800 faculty and staff. The student body has grown from 179 students to more than 4,000 students from all over the world with varied ethnic backgrounds. Although early graduates of Alcorn had limited horizons, today’s graduates are successful in their chosen professions and many are outstanding entrepreneurs. Throughout Alcorn’s history, the leadership and faculty remained committed to restoring and enhancing the institution’s image and to attracting young people whose interest is the pursuit and receipt of a quality education. Over the decades, “the college that excelled against great odds”, has now become one of the leading universities in the nation. Alcorn State University operates seven divisions with degree programs in more than 50 areas including the bachelors, masters, and educational specialist degrees.

The collaborative strength and contributions of Alcorn’s past seventeen presidents during its 140 years of existence have enabled the institution to excel. On November 30, 2010, the Mississippi Board of Trustees of State Institutions of Higher Learning voted unanimously to appoint Dr. M. Christopher Brown II as Alcorn State University’s 18th president. President Brown’s background and vision are strategically aligned with Alcorn’s history and tradition. He is poised to expeditiously move Alcorn State University to the next level of excellence. 

Dr. Josephine M. Posey 

Against Great Odds: The History of Alcorn State (1994)


Alcorn is in Claiborne County, Mississippi, seven miles west of Lorman, seventeen miles southwest of Port Gibson, and about halfway between Vicksburg, to the north, and Natchez, to the south.


At Alcorn, seven schools offer a number of diverse programs for undergraduate and graduate studies leading to the associate, baccalaureate, master’s, and specialist degrees. 

Enriching program opportunities include:

The Honors Program is a rewarding option for students who wish to further enhance their academic experience. It brings together students and teachers who share exceptional intellectual commitment in an atmosphere that strengthens scholarship, leadership and creativity.

Global Programs helps students broaden their perspectives and become more competitive in today’s international marketplace. Besides coordinating exciting study-abroad opportunities, Global Programs brings worldwide perspectives to campus through exchange programs and special events.

Alcorn offers Pre-professional Programs to prepare students for a successful transition to specialized studies in the fields of law, engineering, nursing, physical therapy, pharmacy and dentistry.


Approximately 2,946 full-time undergraduates (1,037 men; 1,909 women), 350 part-time undergraduates (97 men; 253 women), 722 graduate students (154; 568), total enrollment 4,018.


Alcorn State University is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award the associate, bachelor’s, master’s and education specialist degrees.

The University also holds accreditation with the National Council for the Accreditation of Teacher Education, the American Dietetics Association, the National League for Nursing Accrediting Commission, the National Association of Schools of Music, the National Association of Industrial Technology and the American Association of Family and Consumer Sciences.


At Alcorn, it’s easy to make friends — and make a difference. With such a wide range and more than 50 student groups and organizations, there’s one to suit every personality, interest, skill set and schedule.

Without ever leaving campus, students can volunteer — as Peer educators, Student Ambassadors and Orientation Guides, to name just a few possibilities. In addition, many student groups coordinate volunteer opportunities off-campus in surrounding communities and public schools.


The Alcorn Braves have won numerous athletic championships. And many of our alumni have found success as professional athletes. Alcorn State is a member of the Southwestern Athletic Conference (SWAC) and provisional member of the National Collegiate Athletic Association (NCAA), Division I.

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