Administrative Specialist, School of Child and Family Sciences
The University of Southern Mississippi is currently accepting applications for
the position of Administrative Specialist, School of Child and Family
118 College Drive
Hattiesburg, Mississippi, 39406-0001
Division Child and Family Sciences
Position Type Staff
Employment Status Full Time
Grant Funded No
Posting Close Date 30 days after posting
Special Instructions to Applicants
Please attach resume outlining work experience, education and three
professional references to the application. Review of applications will begin
immediately. Questions regarding this position should be directed to Dr. Pat
Sims ([email protected]).
This position is primarily for the academic 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
Primary Duties and Responsibilities
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.
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.
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. Maintain 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.
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.
Manage personnel actions under supervision of director, including creating 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.
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.
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.
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
Proficiency with a PC and keyboard to perform data entry, manipulation,
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
Ability to exercise discretion, confidentiality, and judgment in dealing
with sensitive issues.
Ability to problem solve under direction of school and campus
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.
About The University of Southern Mississippi
The University of Southern Mississippi (USM) is a comprehensive public
research institution delivering transformative programs on campuses in
Hattiesburg and Long Beach, at teaching and research sites across the
Mississippi Gulf Coast, as well as online. Founded in 1910, USM is one of only
131 universities in the nation to earn the Carnegie Classification of
Institutions of Higher Education's "R1: Doctoral Universities - Very high
research activity" designation, and its robust research enterprise includes
experts in ocean science and engineering, polymer science and engineering, and
large event venue safety and security, among others. USM is also one of only
37 institutions in the nation accredited in theatre, art and design, dance and
music. As an economic driver, USM generates an annual economic impact of more
than $600 million across the state. USM welcomes a diverse student body of
more than 14,000, representing 71 countries, all 50 states, and every county
in Mississippi. USM students have collected four Truman Scholarships and 37
National Science Foundation Graduate Research Fellowships, while also leading
Mississippi with 27 Goldwater Scholarships, an honor that recognizes the next
generation of great research scientists. Home to the Golden Eagles, USM
competes in 17 Division I sports sponsored by the National Collegiate Athletic
Association (NCAA). 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.