Administrative Specialist

Administrative Specialist

The University of Southern Mississippi is currently accepting applications for the position of Administrative Specialist.

Position Details

Location: Hattiesburg
118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States

Division: School of Humanities

Position Type: Staff

Employment Status: Full Time

Grant Funded: No

Pay Grade: N04

Posting Close Date: Open Until Filled

Special Instructions to Applicants

Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B).

Job Summary

This position is for Academic, Operational, and Budgetary Support of the School Director, faculty, staff and students. This position is essential as it is the first point of contact for anyone within the School, public and university community.

Primary Job Duties and Responsibilities

1. Acts as academic support for the School to include, but not limited to, corresponding with prospective students, coordinating on-campus student visits, preparing and sending necessary student forms, maintaining appropriate student files and working with faculty, staff, students and university community to assure student success. Liaising with offices/departments/programs that offer courses through ISPD, e.g. all Student Affairs courses, Luckyday Scholarship Program, Center for Faculty Development.
2. Assists with preparation of and inputs course schedule, room reservations and student scheduling needs. Manages all class enrollment permissions. Oversees textbook ordering. Organizes summer programs, including conferences.
3. Develop and monitor the school's annual operating budgets through consultation with School Director, including planning and preparing justification statements for budget requests. Prepare analysis of budget data for the director and assure that expenditures stay within the established budget for the school; monitors personnel accounts. Maintains and reconciles all school budgets in a timely/monthly manner. Assist with Course Fee Audits. Assist university units and external agencies with budget requests. Prepare budgetary forms, and initiate processes in SOARFIN, obtain appropriate signatures and route to appropriate entity. (i.e. Purchase Orders, Permission to Travel, Reimbursement Voucher, Interdepartmental Invoices etc.). Initiates all Foundation non-scholarship withdrawal requests.
4. Serves as facility and inventory point of contact. Maintain and track school inventory. Conduct regular inventory audits. Assist in state mandated audits. Order course and lab supplies and coordinate delivery, as requested. Coordinate lab maintenance with off-campus technicians and appropriate lab coordinator or faculty. Assist with lab clean-out. Process necessary forms for school maintenance, supply purchases, awards, etc. through the University and Foundation. Serve as building liaison, enters work orders and interacts with physical plant on building maintenance and service.
5. Manage personnel actions under supervision of director, including creation of job requisitions, onboarding and off-boarding of staff, faculty, graduate assistants, temporary non-students. Prepare appropriate HR hiring paperwork for faculty, staff, adjuncts, student employees, etc. Prepares credentialing paperwork for instructors. Hires, assigns duties, and supervises the work of student employees. Prepare semesterly paperwork for Graduate school, include tuition waiver requests, offer letters, and Personnel Action Forms.
6. Provide administrative support for the Director including, but not limited to: gathering, analyzing, and/or inputting data; event planning and public relations; website management, calendar/scheduling and facilities reservations; correspondence, preparing reports for accreditation and funding agencies.
7. Serves as back-up and support to fill in as needed by successfully completing cross training on all job duties and responsibilities outlined in this position; performs other duties as assigned by the School Director.

Minimum Qualifications

High school diploma or general education degree (GED) and two years of office experience—OR—an equivalent combination of education and experience.

Knowledge, Skills, and Abilities (KSA)

• Proficiency with a PC and keyboard to perform data entry, manipulation, and analysis.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence in Microsoft Office.
• Ability to maintain cooperative relationships with colleagues
• Excellent interpersonal, organizational, oral and written communication skills.
• Ability to exercise discretion, confidentiality, and judgment in dealing with sensitive issues.
• Ability to problem solve under direction of school and campus administrators.

Preferred Qualifications

Experience working in academia. Minimum three years in a full-time office administration position. Knowledge of SOAR, SOARHR, SOARFIN, Cornerstone, BlackBaud, University Foundation Go! System, Astra, and Faculty Enlight.

The University of Southern Mississippi is an equal opportunity employer, and all qualified applicants will receive consideration for employment. EOE/VETS/DISABILITY.