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Senior Administrative Secretary

Please see Special Instructions for more details.

Please understand the final candidate will be required to take a typing skills assessment to be administered in the University Employment Office. The final candidate will be notified to schedule an appointment to take the typing skills assessment. Please check to see which documents (i.e., resume, CV, cover letter, list of references) are associated with this posting. Prior to applying for the position, prepare the electronic versions of these documents to upload or to “copy and paste” when prompted. You will not have the opportunity to attach them after you apply. Applicants must meet the posted minimum qualifications for the position at the time of completing and submitting an application. All positions will be open until an adequate applicant pool has been reached.

Position Information

Position Information

Position Title Senior Administrative Secretary
Department Accountancy Instruction
Job Location Oxford
Job Type Full-Time
Job Description

This is experienced level support work in which the incumbent performs secretarial and administrative work, normally under the supervision of a Dean. The incumbent is given considerable latitude in exercising judgment and discretion in administrative matters. The incumbent maintains administrative records and relieves the department. The incumbent may provide technical guidance and direct the work of other support staff.

Job Responsibilities

Examples of Work Performed
Prepares letters or statements, a portion or all of which may be composed or compiled by the secretary on the basis of personal knowledge of the subject matter using personal computer and software.

Arranges and schedules appointments, including interviewing callers and making proper referrals; prepares materials and makes arrangements for meetings as required. Prepares travel authorization and reimbursements for the division.

Studies reports received for supervisor, checks and compares with previous reports or other data and brings to attention significant items, changes, errors, or omissions. Maintains up-to-date management manuals, directives, budget records, and related materials. Establishes and maintains office files, correspondence, mailing lists, and reports required for reference and efficient operation of the department.

Transcribes dictation, types and maintains office records. Advises or directs secretarial, clerical, or office personnel in the organization regarding University policies, practices, and procedures.

Performs other administrative duties such as recommending departmental procedures, assisting with budgets, and serving as liaison with internal and external agencies.

Maintains departmental budgets; posts charges to office accounts; and reviews monthly charges and account balances.

Maintains equipment maintenance contracts.

Processes payroll forms and maintains departmental leave records.

Organizes, designs, and maintains a filing system for classifying, retrieving, and disposing of such materials as correspondence, records, reports and other documents.

Types non-technical and technical correspondence, reports, minutes, and other similar documents from longhand and shorthand notes and typed or printed copy, requiring a knowledge of spelling, punctuation, and syntax sufficient to identify and correct grammatical errors, making independent decisions regarding format and arrangement.

Ensures all assigned tasks are in compliance with University, SEC Conference, and NCAA rules.

Performs similar or related duties as assigned or required.

Essential Functions
These essential functions include, but are not limited to, the following. Additional essential functions may be identified and included by the hiring Department.

1. Makes arrangements for travel, conferences, University programs and meetings, and maintains a calendar of such events.

2. Organizes, designs, and maintains a filing system.

3. Coordinates the flow of clerical processes within the department.

4. Performs complex secretarial duties such as transcribing dictation, typing, compiling information, maintaining records, and placing, answering, and referring telephone calls.

5. Prepares University forms, monitors budgets, and schedules appointments.

Minimum Qualifications

Education:
Graduation from a four-year high school or equivalent (GED).

AND

Experience:
Three (3) years of experience related to the above described duties.

Typing: 45 words per minute

Special instructions to applicants

Please understand the final candidate will be required to take a typing skills assessment to be administered in the University Employment Office. The final candidate will be notified to schedule an appointment to take the typing skills assessment.

Please check to see which documents (i.e., resume, CV, cover letter, list of references) are associated with this posting. Prior to applying for the position, prepare the electronic versions of these documents to upload or to “copy and paste” when prompted. You will not have the opportunity to attach them after you apply.

Applicants must meet the posted minimum qualifications for the position at the time of completing and submitting an application.

All positions will be open until an adequate applicant pool has been reached.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. 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 upon race, color, gender, sex, sexual orientation, gender identity or expression, religion, national origin, age, disability, veteran status, or genetic information.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Work Schedule
If part-time, specific number of hours per week
Published Salary $12.30/hr - $14.29/hr
Exceptional Employment Benefits

The University of Mississippi is proud to offer a comprehensive salary and generous benefits package. Benefits include employer-paid portions of medical, dental, vision, and tuition waiver programs for employees and dependents. In addition, the UM retirement program includes an employer contribution. UM offers generous paid holiday time off, personal (vacation) and medical leave for most employees – staff members accrue personal and medical leave based on their years of service. UM was named the state’s healthiest workplace among all Mississippi colleges and universities and offers wellness programs. For eight consecutive years, UM has been recognized as one of the best colleges in the nation to work for by The Chronicle of Higher Education. For information about our employee benefits package, visit: Employee Benefits Overview (http://www.olemiss.edu/hr/benefits.html).

Job Open Date 07/12/2017
Employee Category Support Staff
Employee Designation Regular Full-time (Benefits Eligible)

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn about this particular job opening?
    • University of Mississippi website
    • Print ad/newspaper
    • Chronicle of Higher Education
    • WIN Job Center/MDES Jobs Website
    • Professional meeting or conference
    • Professional journal and through a professional organization
    • Professional list service
    • Listed at historically black or predominately minority college or university
    • Predominately minority-targeted publication
    • Other institution/laboratory/program
    • Referred by a friend who is an employee of the University
    • I am a current employee
  2. * Do you have at least a High School Diploma or GED and at least three (3) years of related experience?
    • Yes
    • No
  3. * After reviewing the examples of work and the essential functions of this position, please describe the related experience (a minimum of three years) that you possess.

    (Open Ended Question)

  4. * Describe any work experience related to the requirements of this position, specifically experience related to organizing events, use of SAP and Blackboard, maintaining webpages, and basic computer programs such as Microsoft Word and Excel.

    (Open Ended Question)

Optional & Required Documents

Required Documents
Optional Documents
  1. Resume / Vitae
  2. Cover Letter
  3. List of Professional References