Administrator Coordinator I

Note for Current UM Employees

Current employees must apply internally via ConnectU > connectu.olemiss.edu

The University of Mississippi

"The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential.”

Department Summary

The Division of Access, Opportunity, and Community Engagement (DAOCE) and the Center for Community Engagement (CCE) connect the university with communities, families, and prospective students and employees across Mississippi and around the globe. We development and sustain trust-filled partnerships with individuals and organizations beyond the university to inform research and creative achievements, enrich learning and development, empower life-changing service, and recruit and support students and employees. We value teamwork, mutual respect, and a sustained commitment to individual and team learning and development. 

Our priorities include:
Serving Mississippi: Ensuring the university better serves the citizens and communities of Mississippi, especially those from first-generation and lower socioeconomic strata.
Increasing Access: Ensuring broad and inclusive access to higher education and the resources needed to pursue a degree or career at the university.
Advancing Engagement: Fostering active collaboration between students, employees, and community members in pursuit of excellence in learning, research, and service. 
Promoting Opportunities: Providing avenues for students, employees, and community members to enhance their lives and communities through learning, development, and work.
Encouraging Dialogue: Facilitating respectful dialogue on challenging issues to enrich learning and development.
Cultivating Skills: Equipping individuals with valuable skills necessary for their future success.
Strengthening Communities: Partnering with and strengthening communities through economic and community development and service to Mississippi.

Role Specifications

Below you will find classification and compensation information.  For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -  Administration 

Sub-Family - Administration Operations

Career Track / Level - O2

Grade - 3

Role Summary

Provides complex administrative support to a department or group of professionals in support of unit goals.

Reporting directly to the Assistant Vice Chancellor for Access and Community Engagement with a dotted-line to the Director for Community Engagement, this position provides complex administrative support to the Assistant Vice Chancellor for Access and Community Engagement, the Director for Community Engagement, and professionals and students within the Center for Community Engagement in support of the Center’s goals.

Examples of Work Performed

• Manages the calendar, meetings, and committee processes and leadership on behalf of the AVC for Access and Community Engagement.
• Provides administrative support in managing the day-to-day operations of the Center for Community Engagement.
• Maintains personnel files and initiates forms for various employment actions such as position posting and search processes, employee hiring, employee status changes, payroll and employment separations.
• Coordinates the scheduling of facilities and the availability of equipment, supplies, and/or instructional materials.
• Prepares and processes work orders and contracts related to the use of facilities and with external vendors.
• Coordinates the purchase, usage and repair of equipment, supplies, and materials.
• Maintains information concerning equipment sources and vendors and makes recommendations concerning the repair or disposal of equipment.
• Coordinates the fiscal affairs of the department, monitors budget expenditures, and leads budget cost accounting and reconciliation processes.
• Maintains, reconciles and balances accounts, prepares statistical reports on a periodic basis.
• Processes requisitions, purchase orders, and oversees the use of the procurement card and receipt of supplies and services.
• Prepares various reports, analyses, and meeting minutes reflecting unit's mission along with appropriate recommendations or conclusions.
• Processes appropriate travel records and forms according to University procedures.
• Updates website and social media outlets for the department.
• Coordinates work of assigned support staff and student workers.
• Ensures all assigned tasks are in compliance with department, division, and University.
• 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. Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
2. Serves as a first point of contact for individuals and groups, greets arrivals, and provides basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities. 
3. Processes, enters, tracks, and reconciles financial transaction and human resources data.
4. Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums. 
5. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision. 
6. Maintains organization and updates physical and electronic records related to work operations according to established policies and procedures.

Minimum Education/Experience

Education: High Schools Degree or GED

Experience: (3) Three years of related experience

Licensure: Valid driver's license

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, pregnancy, sexual orientation, gender identity or expression, religion, citizenship, national origin, age, disability, veteran status, or genetic information.

Minimum Physical Requirements

Physical Requirements:  These physical requirements are not exhaustive, and additional job-related physical requirements may be added to these by individual agencies on an as needed basis. 

Corrective devices may be used to meet physical requirements.

Physical Exertion:  The incumbent may be required to lift up to approximately 10 pounds.

Vision:  Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination:  While performing the duties of this job, the incumbent is frequently required to talk and hear; and use hands to finger, handle, or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

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.