Administrative Assistant for Institutional Affairs

The Administrative Assistant for Institutional Affairs provides administrative support to the Vice President of Institutional Affairs and coordinates the daily operations of the office. The position supports institutional priorities involving marketing and strategic communications, advancement and Foundation activities, government and community relations, intercollegiate athletics, and campus operations at the DeSoto and Oxford centers.

The assistant manages schedules, prepares correspondence and meeting materials, maintains records, and tracks assignments and deadlines. This position works with College employees and external partners and handles sensitive information with discretion and sound judgment.

Qualifications

• 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.

Essential Duties and Responsibilities

1. Manage the Vice President’s calendar, schedule appointments, resolve scheduling conflicts, and coordinate travel arrangements and itineraries.
2. Serve as the office’s initial point of contact; receive visitors, answer calls, respond to routine inquiries, and route matters to the appropriate office.
3. Draft, format, proofread, and distribute correspondence, reports, presentations, and other materials for the Vice President’s review.
4. 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.
5. Maintain a calendar of departmental deadlines and institutional events; remind responsible staff of required submissions and outstanding action items.
6. Collect and organize departmental updates, performance measures, and supporting information for planning documents, annual evaluations, and reports to the President.
7. Prepare purchasing requests, purchase orders, invoices, expense reports, and travel reimbursements; route documents through required approvals and maintain supporting records.
8. Assist with budget tracking by maintaining expenditure records, reviewing documentation for completeness, and coordinating questions with the Business Office and appropriate departmental staff.
9. Maintain organized electronic and paper files, contact lists, and office records in accordance with College procedures; protect confidential donor, personnel, student, and institutional information.
10. Provide administrative and logistical support for Foundation and donor activities, alumni events, community meetings, athletics meetings, and institutional announcements in coordination with responsible staff.
11. Coordinate scheduling, briefing materials, and follow-up correspondence for government and legislative meetings under the Vice President’s direction.
12. Support communication and coordination among the main campus, DeSoto Center, and Oxford Center on matters within Institutional Affairs.
13. Monitor office supply needs, submit approved supply requests, and coordinate equipment or service needs with the appropriate College office.
14. Follow College policies and applicable requirements; identify missing documentation or procedural concerns and refer them to the Vice President or responsible office.

Other Duties and Responsibilities

• 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.

Supervisory Responsibilities

• No regular supervisory responsibilities.
• May coordinate assigned tasks for student workers or temporary office support under the Vice President’s direction.

Work Environment

• 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 REQUIREMENT:

To apply, please submit and attach the following:

• Application at www.northwestms.edu
• Resume
• Three (3) Professional References:  Name, Organization, Email Address and Telephone Number
• Application Deadline:  Open Until Filled