What are the responsibilities and job description for the Administrative Assistant II - Academic Affairs position at Alcorn State University?
Job Title
Administrative Assistant II - Academic Affairs
Essential Job Functions
Provides comprehensive administrative and operational support for the Office of Academic Affairs.
Serves as front desk receptionist; manages calendars; schedules appointments; coordinates meetings; and arranges travel, including preparing travel documentation and reimbursement materials.
Assists with the planning, coordination, and execution of academic and institutional events, including Commencement and Faculty/Staff Institute, and provides logistical support as needed.
Drafts, reviews, and distributes official correspondence, including emails, newsletters, announcements, and memoranda; prioritizes and routes incoming communications based on urgency and relevance.
Maintains accurate physical and electronic records, files, and documentation in accordance with university policies and retention requirements.
Updates and maintains website content and online communications for the Office of Academic Affairs.
Handles sensitive information with discretion and maintains confidentiality in accordance with institutional and legal standards.
Performs other related duties as assigned.
Other related duties, as assigned.
Qualifications
Education:
Associate’s degree from an accredited institution in Business Administration, Office Administration, Education, or a related field; Bachelor’s degree preferred.
Experience:
Minimum of three (3) years of progressively responsible clerical, secretarial, or administrative support experience, including at least two (2) years at a level comparable to an Administrative Assistant I.
An equivalent combination of education and relevant experience will be considered.
Knowledge Skills and Abilities
Knowledge of standard office practices, administrative procedures, and professional communication protocols in a higher education or professional environment.
Knowledge of records management, document retention, and confidentiality requirements, including FERPA and institutional policies.
Skill in using Microsoft Office (Word, Excel, Outlook, PowerPoint) and general office technology to prepare documents, manage calendars, and maintain records.
Skill in organizing work, prioritizing tasks, and managing multiple responsibilities in a fast-paced office environment.
Skill in preparing, editing, and proofreading professional correspondence and communications.
Ability to communicate effectively and professionally with faculty, staff, students, and the public.
Ability to maintain confidentiality and handle sensitive information with discretion and sound judgment.
- Ability to work independently and collaboratively, meet deadlines, and adapt to changing priorities.
EEO Statement
Alcorn State University is expressly committed to providing equal employment opportunities without regard to race, color, national or ethnic origin, ancestry age, religion or religious creed, disability or handicap, sex or gender identity and/or expressions, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state or local law. Further, the University will not tolerate any instances of harassment/sexual harassment. This policy applies to all employees, regardless of position, consultants and applicants for employment. Additionally, it is the responsibility of all personas making employment decisions to adhere to this policy.