Administrative Specialist

Administrative Specialist

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

Position Details Location Gulf Park

730 East Beach Boulevard

Long Beach, Mississippi, 39560

United States Division School of Leadership Position Type Staff Employment Status Full Time Grant Funded No Salary Range 13.07 - 15.38 Pay Grade

N04

Posting Close Date Open until filled

Special Instructions to Applicants

Applicants should submit a resume, cover letter, and three professional references for full consideration.

Job Summary

This position is for academic, operational, and administrative support of the School of Leadership Director, faculty, staff, and students. This position is essential as the first point of contact for anyone within the School, University community, and general public. The position is located on the USM Gulf Park Campus in Long Beach, MS.

Primary Duties and Responsibilities

• Acts as academic support for the School to include, but not limited to, corresponding with prospective students and working with faculty, staff, students, and the University community to ensure student success. Manage School calls, emails, mail distribution, and office visitors. Serve as principal liaison between potential students, current students, faculty, staff, and other departments, and/or external constituencies on day-to-day academic, operational, and administrative issues..

• Assists with preparation of and inputs course schedule, room reservations, and student scheduling needs. Manages class enrollment permissions and prerequisite verifications. Oversees textbook ordering.

• Prepares, submits, and tracks all travel paperwork and reimbursement requests. Obtains approvals and required signatures and routes paperwork to the appropriate entities (i.e. Permission to Travel, Reimbursement Voucher, etc.).

• Serves as facility and inventory point of contact. Maintains and tracks School inventory. Conducts regular inventory audits. Assists in state-mandated audits. Orders course supplies and coordinates delivery. Serves as building liaison, enters work orders, and interacts with Physical Plant on building maintenance and service.

• Manages personnel actions under the supervision of the School Director, including creating job requisitions, assisting with requisition management, and helping facilitate the onboarding and off-boarding of School employees. Prepares appropriate HR hiring paperwork for School employees, credentialing paperwork for instructors, and semesterly paperwork for Graduate School.

• Provides administrative support for the Director including, but not limited to, scheduling appointments/meetings; gathering, analyzing, and/or inputting data; planning events and public relations; website management; calendar/scheduling and facilities reservations; general correspondence; preparing reports for accreditation and funding agencies; and other related support as requested.

• Performs other duties as assigned.

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 & Abilities

• Familiarity with relevant technology, software, and applications, including Microsoft Office suite (especially Word and Excel) and 365 tools.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• 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.
• Three or more years in a full-time office administration position.
• Knowledge of SOAR, SOARHR, SOARFIN, and Cornerstone.

About The University of Southern Mississippi

Since our founding in 1910, The University of Southern Mississippi has remained dedicated to preparing students for success. 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. For more information, visit www.usm.edu.

As an Affirmative Action/Equal Employment Opportunity employer/Americans with Disabilities Act institution, The University of Southern Mississippi encourages minorities, women, veterans and persons with disabilities to apply.