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

Northwest Mississippi Community College is a two-year, open access public community college primarily serving 11 counties in northwest Mississippi. Our vision states that “Northwest Mississippi Community College transforms our students’ lives, enriches our communities, and strives for excellence in our educational programs and services.”

Accreditation

Northwest Mississippi Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award the Associate of Arts degree, the Associate of Applied Science degree and certificates in career education. Questions about the accreditation of Northwest Mississippi Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling (404) 679-4500, or by using information available on SACSCOC’s website (www.sacscoc.org).

Equal Employment Opportunity Statement

Northwest Mississippi Community College does not discriminate on the basis of race, color, national origin, sex, disability, religion, sexual orientation, gender identity, age, or status as a veteran or disabled veteran in all its programs and activities. Northwest Mississippi Community College prohibits sexual harassment and all forms of sexual violence, regardless of sex, gender identity or sexual orientation. The following have been designated to handle inquiries regarding non-discrimination policies: Americans with Disabilities Act of 1990/Section 504 of the Rehabilitation Act of 1973: Disability Support Services Coordinator, Tate Hall, P.O. Box 7046, 4975 Highway 51 North, Senatobia, MS 38668, telephone number (662) 562-3309, e-mail address mkelsay@northwestms.edu; Title II of the Age Discrimination Act: Vice President for Finance and Administration, James P. McCormick Administration Building, P.O. Box 7017, 4975 Highway 51 North, Senatobia, MS 38668, telephone number (662) 562-3216, e-mail address jhorton@northwestms.edu; Title IX of the Educational Amendments of 1972/Title VII of the Civil Rights Act of 1964: (For student-related matters) Associate Vice President for Student Services and Enrollment Management, Tate Hall, P.O. Box 7010, 4975 Highway 51 North, Senatobia, MS 38668, telephone number (662) 562-3409, e-mail address trush@northwestms.edu or (for employment-related matters) Director of Human Resources, James P. McCormick Administration Building, P.O. Box 7038, 4975 Highway 51 North, Senatobia, MS 38668, telephone number (662) 560-5216, email estanford@northwestms.edu.

Safety Statement

The safety and security of students, faculty, and staff is very important to Northwest Mississippi Community College. A copy of the Annual Security Report, published annually by the Campus Police Department, details Northwest policies and procedures regarding campus safety. A copy of the report, which contains the annual crime statistics report, is available online in the current Northwest Bulletin (www.northwestms.edu/bulletin) or on the Northwest website (www.northwestms.edu) and in printed form upon request from the Campus Police Office at (662) 562-3314.

Background Check Statement

Northwest Mississippi Community College is committed to providing a safe campus community. NWCC 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.