Administrative Assistant for Institutional Affairs

About the company

Northwest Mississippi Community College

Higher education · 501 to 1,000 employees

What you'll do

• Associate degree in business administration, office administration, or a related field; an equivalent combination of education and relevant experience may be considered.
• At least three years of progressively responsible administrative or office support experience. Experience supporting a senior administrator or working in higher education is preferred.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and electronic calendars, with the ability to learn College purchasing, financial, and records systems.
• Strong writing, proofreading, organizational, and customer service skills; ability to maintain accurate records and manage competing deadlines.
• Ability to work independently within established procedures, exercise discretion, and collaborate with faculty, staff, students, donors, and community partners.
• Demonstrated professionalism, initiative, integrity, and willingness to learn and receive feedback.
• Manage the Vice President’s calendar, schedule appointments, resolve scheduling conflicts, and coordinate travel arrangements and itineraries.
• Serve as the office’s initial point of contact; receive visitors, answer calls, respond to routine inquiries, and route matters to the appropriate office.
• Draft, format, proofread, and distribute correspondence, reports, presentations, and other materials for the Vice President’s review.
• Coordinate meetings involving Institutional Affairs departments, campus leaders, committees, and external partners; prepare agendas and supporting materials, record minutes when requested, and track follow-up assignments.
• Maintain a calendar of departmental deadlines and institutional events; remind responsible staff of required submissions and outstanding action items.
• Collect and organize departmental updates, performance measures, and supporting information for planning documents, annual evaluations, and reports to the President.
• Prepare purchasing requests, purchase orders, invoices, expense reports, and travel reimbursements; route documents through required approvals and maintain supporting records.
• Assist with budget tracking by maintaining expenditure records, reviewing documentation for completeness, and coordinating questions with the Business Office and appropriate departmental staff.
• Maintain organized electronic and paper files, contact lists, and office records in accordance with College procedures; protect confidential donor, personnel, student, and institutional information.
• Provide administrative and logistical support for Foundation and donor activities, alumni events, community meetings, athletics meetings, and institutional announcements in coordination with responsible staff.
• Coordinate scheduling, briefing materials, and follow-up correspondence for government and legislative meetings under the Vice President’s direction.
• Support communication and coordination among the main campus, DeSoto Center, and Oxford Center on matters within Institutional Affairs.
• Monitor office supply needs, submit approved supply requests, and coordinate equipment or service needs with the appropriate College office.
• Follow College policies and applicable requirements; identify missing documentation or procedural concerns and refer them to the Vice President or responsible office.
• Assist with special projects and institutional initiatives as assigned.
• Provide administrative support for staff onboarding and departmental activities in coordination with Human Resources and department leaders.
• Perform other duties as assigned by the Vice President of Institutional Affairs.
• No regular supervisory responsibilities. 
• May coordinate assigned tasks for student workers or temporary office support under the Vice President’s direction.
• Standard office and campus environment with frequent computer use and interaction with employees and visitors. 
• Occasional travel between campuses and evening or weekend work may be required to support meetings and College events.
• Must be able to perform essential duties with or without reasonable accommodation.
• Application at www.northwestms.edu
• Resume
• Three (3) Professional References:  Name, Organization, Email Address and Telephone Number
• Application Deadline:  Open Until Filled

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