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Administrative Operations Specialist

2 months ago

Palo Alto, California, United States The University of Mississippi Full time
Note for Current Employees

Current employees must apply internally via the designated platform.

Position Overview

This role offers vital support to the department leader within a significant or intricate unit by executing advanced responsibilities related to planning, managing, and reporting for the oversight of the academic sector. The individual in this position will deliver administrative assistance, streamline daily office functions, organize meetings and events, maintain schedules, gather and analyze data, prepare reports, and aid in the supervision of financial activities.

Key Responsibilities
  • Provide administrative assistance to faculty and staff members.
  • Oversee the daily office functions of the academic department.
  • Ensure adherence to departmental policies and protocols.
  • Manage departmental budgets and track expenditures.
  • Generate summary reports on accounts and forecast future spending based on financial history.
  • Handle various forms related to procurement, travel requests, student assistantships, and employment.
  • Coordinate logistics, including travel, accommodations, meals, and hospitality for special events.
  • Schedule and organize meetings and activities.
  • Complete applications, agreements, or other documents as assigned.
  • Input data into databases, compile information, and prepare summaries.
  • Delegate tasks, prioritize assignments, and monitor progress until completion.
  • Maintain accurate and up-to-date records of departmental inventory, faculty files, student files, annual reports, and other relevant data.
  • Update the departmental website and/or social media platforms as necessary.
  • Track tasks, prioritize responsibilities, and ensure completion of assignments.
  • May provide oversight and direction to assigned support personnel.
  • Perform similar or related duties as required.
Essential Duties

The essential duties include, but are not limited to, the following. Additional essential functions may be identified and included by the hiring department.

  1. Deliver administrative support to the department leader.
  2. Assist in the planning of special programs and events.
  3. Compile data and generate reports.
  4. Support the planning and management of budgets.
Minimum Qualifications

Education:
High School Diploma or equivalent (GED).

AND

Experience:
Four (4) years of experience related to the responsibilities outlined above.

Interview Requirements: Candidates invited for an interview must inform the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodations needed prior to the interview date.

Compensation Information

To learn more about our pay structure and view our salary ranges, please visit the Compensation page of our Human Resources website. This link is provided for general pay information. Hourly rates or salaries may vary based on qualifications, experience, and departmental budget. Note: Unclassified positions (faculty, executives, researchers, and coaches) do not have established salary ranges.

Equal Employment Opportunity Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or educational activity to all qualified individuals. The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based on race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, citizenship, national origin, age, disability, veteran status, or genetic information.

Background Check Statement

The University of Mississippi is committed to maintaining a safe campus environment. Background investigations are conducted for applicants being considered for employment. These investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.