MUW · 9 hours ago
Coordinator of Administrative Operations and Graduate Studies
Columbus, MS
Full-time
Onsite
Mid Level
$37K/yr - $37K/yr
3+ years expMississippi University for Women is seeking a Coordinator of Administrative Operations and Graduate Studies to provide operational support within the Office of Academic Affairs. This role includes responsibilities for graduate admissions coordination, fiscal processes, office communications, and overall administrative operations across the division.
Higher Education
Responsibilities
Provides operation support to the Office of Academic Affairs, assisting with daily functions and workflow coordination. Additionally offers administrative and operational support to the Director of Graduate Studies, Graduate Program Coordinators and the Office of Dual Enrollment
Supports all Academic Affairs units, assisting directors, deans, and other unit leaders as needed
Serves as key point of contact for the Office of Academic Affairs, answering calls, directing inquiries and visitors with professionalism and discretion
Responds to escalated concerns from students, parents, and other stakeholders, exercising judgment and diplomacy in de-escalating situations
Coordinates cross-coverage and ensures continuity of office functions through staff training and support. Cross-trains with the Executive Assistant to the Provost/EVPAA and other Academic Affairs staff
Assists in coordinating the Provost/EVPAA and AVPAA’s schedule and appointments in collaboration with the Executive Assistant
Acts as a proactive reminder for the Provost/EVPAA and AVPAA, ensuring that assigned follow-ups are diligently tracked, documented, and completed in a timely and reliable manner
Maintains the office’s central task-tracking system to monitor assignments, deadlines, and follow-up actions for Academic Affairs leadership
Monitors, reconciles, and tracks Academic Affairs budget accounts; provides guidance to unit budget managers regarding fiscal processes and compliance
Prepares and processes purchase requisitions, travel vouchers, reimbursements, and other financial documentation in accordance with state and university policy
Assists in monitoring personnel actions within Academic Affairs to ensure accuracy, timeliness, and compliance with established policies
Supports fiscal affairs for sponsored projects and assists as needed with collecting documentation, processing paperwork, and ensuring compliance
Maintains inventory records and coordinates resource management for Academic Affairs offices
Serves as graduate admissions specialist: collects and processes application materials, maintains records, inputs decisions into Banner, and communicates outcomes (admission, probation, exclusion, etc.) to students
Coordinates graduate-related committees (e.g., Graduate Council, Graduate Appeals Committee), maintains official records, and ensures proper communication with faculty and students
Serves as the office expert for the Graduate Studies customer relationship management (CRM) system, including retrieving applications, answering questions from faculty and staff, resolving issues, and serving as liaison with the system vendor
Drafts, prepares, and disseminates communications on behalf of Academic Affairs to faculty, staff, students, and external stakeholders
Provides communication support for the Provost/EVPAA and AVPAA, ensuring accurate information is available prior to meetings and that decisions are documented and followed through
Prepares advertisements for faculty recruitment and assists with scheduling and logistics for candidate interviews. Coordinates accommodations for candidates during interviews and supports departments with candidate travel reimbursements
Coordinates Academic Affairs events, outreach activities, and committee logistics
Responds to inquiries from faculty, staff, students, and the public, exercising discretion, professionalism, and independent judgment in resolving or routing issues
Performs other reasonable duties as assigned
Qualification
Required
Bachelor's degree preferred; professional knowledge equivalent to a bachelor's degree required
Three years related experience and/or training
Proficient with spreadsheets, word processing, and databases
Excellent attention to detail, organizational skills, and strong communication skills
Ability to work independently with minimum supervision and meet deadlines on short notice
Strong organizational skills and ability to take direction
Ability to accurately record and report meeting notes
Ability to deal calmly and professionally with student, parent and faculty problems
Maintain confidentiality
Ability to balance different reporting roles and determine priorities based on circumstance
Preferred
Knowledge of University working units, policies, and procedures
Bookkeeping skills and budgeting experience
Company
MUW
Founded in 1884 as the first public college for women in the United States, MUW is a tradition-rich university that has been home to such noted personalities as Pulitzer Prize-winning author Eudora Welty, among others.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase