Office Manager

Office Manager

The University of Southern Mississippi is currently accepting applications for the position of Office Manager.

Position Details

Location: Hattiesburg, Mississippi, 39406-0001, United States

Division: School of Speech and Hearing Sciences

Position Type: Staff

Employment Status: Full Time

Grant Funded: No

Salary Range: 13.07 - 17.69

Pay Grade: N04

Posting Close Date: June 30, 2026

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

Manages The Children's Center office, assisting the Director and Assistant Directors with day-to-day operations of the Center. Supervises receptionist for the Hattiesburg campus location along with student workers. Provides support and assists with administrative services for The Children's Center. Images all documentation required for recording active and inactive child information, student worker/clinician/volunteer information, and personnel information.

Primary Duties and Responsibilities

1. Supervises, as needed, clerical duties such as typing correspondence, scanning and filing (e.g., clinic files, contractual therapy notes), photocopying, mail pickup/delivery and running errands such as obtaining on campus signatures, making deposits and purchasing supplies
2. Maintains and manages Center files and databases such as client active and inactive lists, staff and board contact information, loan library check-outs and returns; distributes and collects prospective student worker and volunteer applications
3. Manages and supervises the scanning of documents into the electronic medical records and/or image now. These documents include, but are not limited to, active and inactive client files, University student information, and personnel information. Provides records requested by outside sources: e.g. MS Dept of Health, school districts servings graduates of The Children's Center, etc. Researches to resolve problems related to archived records and retrieves information from imaging
4. Manages and/or supervises day-to-day office/clerical duties including: Monitoring and organization of University property through USM and State Auditor Property Accounting systems Monitoring daily physical operations and maintenance of the Center; building liaison for Physical Plant Monitors graduate assistant and student worker hours Conducts new employee and new student set-up to include access to Center server, access to prox card reader/door keys, and other IT issues/needs Handles parking management for staff, enrolled families and visitors Updates/creates forms for maintaining accurate records for staff, university students, and enrolled families
5. Assists and coordinates with the Director, Manager of Financial Operations, and Director of Communications and Development as needed.
6. Other duties as assigned.

Minimum Qualifications

Associates degree from an accredited college and/or minimum of 3 years related clerical experience and/or training. Must hold or be willing to acquire CPR certification.

Knowledge, Skills & Abilities

• Proficiency with Microsoft Office, Excel, Adobe, with knowledge of Image Now and/or other Electronic record system.
• Skilled in communication and consistent follow-up.
• Ability to maintain confidentiality and respectful regarding sensitive information.
• Skilled in creating organizational systems and follow procedures.
• Knowledge of higher education communication and reporting procedures.

Preferred Qualifications

Experience working in a public office serving families, experience with scheduling and strong organizational skills, and ability to speak effectively to groups of staff, board members, donors, families, or students.

The University of Southern Mississippi has remained dedicated to preparing students for success since our founding in 1910. We deliver programs to more than 13,000 students in Hattiesburg and Long Beach, at teaching and research sites across the Mississippi Gulf Coast, as well as online. We are a community-engaged Carnegie R1 university, earning distinction as one of the nation's leading research institutions.

Southern Miss is known for pioneering work in polymer science, ocean science, spectator sports safety and security, and bringing language to children with communication disorders. We are also a national leader in a broad range of disciplines, including cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development, among others.

We produce graduates ready to enter fields that are leading the way in emerging technologies through programs such as computer engineering, information technology, and ocean engineering. We're developing the next generation of business leaders, while also responding to critical workforce shortages by producing skilled professionals in education and nursing. With a tradition of excellence in the arts, we are one of only 36 public institutions in the nation accredited in four major areas of the arts. Home to the Golden Eagles, our student-athletes compete in 17 NCAA Division I sports. With a culture marked by passion and persistence, Southern Miss is delivering graduates who are ready for life.

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