Administrative Specialist

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

Location Hattiesburg
118 College Drive
Hattiesburg, Mississippi,
United States

Division College of Education and Human Sciences

Position Type Staff

Employment Status Full Time

Grant Funded No

Pay Grade N04

Posting Close Date Open Until Filled

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).

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

• Acts as academic support for the Dean’s Office 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 annual operating budgets through consultation with Dean, including planning and preparing justification statements for budget requests. Prepare analysis of budget data for the Dean and assure that expenditures stay within the established budget for the Dean’s office; monitors personnel accounts. Maintain and reconcile all 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 Dean’s office 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 office 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 the Dean, including creating 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 Dean/Associate Dean’s including, but not limited to: gathering, analyzing, and/or inputting data; event planning and public relations; website management, calendar/scheduling and facilities reservations;…