Job Details

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
Applications should include a resume and cover letter.

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

Job Summary
This position provides academic, operational, and administrative support to the School of Leadership Director, faculty, staff, and students. Serving as the primary point of contact for the School, the position plays a critical role in supporting student success, facilitating day-to-day operations, and ensuring effective communication with the University community and general public. The position is located on the USM Gulf Park Campus in Long Beach, MS.

Primary Job Duties and Responsibilities

1. Provides front-line academic and administrative support for the School, including corresponding with prospective and current students and working closely with faculty, staff, and University offices to support student success. Manages phone calls, email accounts, mail distribution, and office visitors. Serves as the primary liaison among students, faculty, staff, internal departments, and external constituents on routine matters.
2. Assists with preparation and entry of course schedules, room reservations, and student scheduling needs. Manages class enrollment permissions, prerequisite verifications, and related registration processes. Oversees textbook ordering.
3. Prepares, submits, and tracks travel authorizations and reimbursement requests. Secures required approvals and signatures and routes documentation through appropriate University systems and offices.
4. Serves as the School's point of contact for facilities and inventory. Maintains and tracks School inventory, conducts regular audits, and assists with state-mandated inventory reviews. Orders instructional and office supplies and coordinates delivery. Acts as building liaison by submitting work orders and coordinating with Physical Plant on maintenance and service needs.
5. Supports personnel actions under the direction of the School Director, including creating and managing job requisitions and assisting with employee onboarding and offboarding. Prepares and processes HR documentation for School employees, credentialing materials for instructors, and other required paperwork.
6. Provides administrative support to the School Director, including but not limited to scheduling meetings and appointments; collecting, analyzing, and entering data; coordinating events and public-facing activities; managing calendars and facility reservations; and other related support as requested.
7. 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, and Abilities (KSA)

• 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 SouthernMississippi has remained dedicated to preparingstudents for success. We deliver programs to more than 13,000 studentsin Hattiesburg and Long Beach, at teaching and research sites across theMississippi Gulf Coast, as well as online. Weare a community-engaged Carnegie R1 university, earning distinction as one ofthe nation's leading research institutions.

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

We produce graduates ready to enterfields that are leading the way in emerging technologies through programs suchas computer engineering, information technology, and ocean engineering. We're developing the next generation ofbusiness leaders, while also responding to critical workforce shortages byproducing skilled professionals in education and nursing. With a tradition ofexcellence in the arts, we are one of only 36 public institutions in the nationaccredited in four major areas of the arts. Home to the Golden Eagles, ourstudent-athletes compete in 17 NCAA Division I sports. With a culture marked by passion andpersistence, Southern Miss is delivering graduates who are ready for life. For more information, visit www.usm.edu.

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