Administrative Specialist
The University of Southern Mississippi · Hattiesburg, MS · 1 mo ago
AdministrativeFull-time
We need to output HTML fragment with sections: h3 for headings like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to include only sections that have real specific content. The posting includes: Job Summary (maybe "About the role"?), Primary Job Duties And Responsibilities (Responsibilities), Minimum Qualifications (Requirements/Qualifications), Knowledge, Skills, And Abilities (KSA) (Skills), Preferred Qualifications (maybe also Qualifications?), About The University Of Southern Mississippi (maybe not needed as it's boilerplate? It's about the university, not role; but could be considered "About the role"? Probably not needed; we should not include generic university description unless it's specific to role. It's generic, maybe we can drop. The instructions: remove boilerplate, navigation, legal, EEO, equal-opportunity, scam-warning, duplicated lines, application instructions. The "About The University Of Southern Mississippi" is generic description; could be considered boilerplate? It's not EEO but still generic. Might be okay to keep as "About the role"? But it's not about the role. I'd omit it.
We need to include Pay, Schedule, Benefits only if posting states them. Not present. So omit those sections.
We need to include sections: About the role (maybe from Job Summary), Responsibilities (Primary Job Duties And Responsibilities), Requirements (Minimum Qualifications), Qualifications (maybe Preferred Qualifications?), Skills (Knowledge, Skills, And Abilities). We should not repeat job title as heading.
We need to preserve all substantive information. So we need to include the content from each.
Let's extract:
Job Summary: "This position is for Academic, Operational, and Budgetary 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 community."
Primary Job Duties And Responsibilities: long list. We'll need to put each bullet as inside
- . The text includes many sentences separated by periods. We need to parse into list items. Probably each sentence or clause separated by periods can be a list item. We'll need to preserve all info; we can break into logical items.
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): list: "Proficiency with a PC and keyboard to perform data entry, manipulation, and analysis. 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 skills. Ability to exercise discretion, confidentiality, and judgment in dealing with sensitive issues. Ability to problem solve under direction of school and campus administrators."
Note there is a missing period after "colleagues". We'll keep as is.
Preferred Qualifications: "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."
We could combine Minimum Qualifications and Preferred Qualifications under "Requirements" and "Qualifications"? The instructions: use headings for Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide what goes where. Typically "Requirements" = minimum qualifications. "Qualifications" = preferred qualifications. "Skills" = KSA.
Thus:
- ... ...
- ... ...
- for any list of duties/requirements/benefits. The responsibilities are a list of duties, so we should make each duty a list item. We can approximate by splitting at each sentence that starts with a verb. Let's manually craft list items based on the text.
Original responsibilities text:
"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. Maintains 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 creation 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."
We need to split into sensible items. Let's create list items:
- Acts as academic support for the School, including 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 the university community to assure student success.
- Liaises with offices/departments/programs that offer courses through ISPD (e.g., Student Affairs courses, Luckyday Scholarship Program, Center for Faculty Development).
- Assists with preparation and input of course schedule, room reservations, and student scheduling needs.
- Manages all class enrollment permissions.
- Oversees textbook ordering.
- Organizes summer programs, including conferences.
- Develops and monitors the school’s annual operating budgets through consultation with the School Director, including planning and preparing justification statements for budget requests.
- Prepares analysis of budget data for the director and ensures expenditures stay within the established budget; monitors personnel accounts.
- Maintains and reconciles all school budgets in a timely/monthly manner.
- Assists with Course Fee Audits.
- Assists university units and external agencies with budget requests.
- Prepares budgetary forms and initiates processes in SOARFIN, obtaining appropriate signatures and routing to the appropriate entity (e.g., Purchase Orders, Permission to Travel, Reimbursement Voucher, Interdepartmental Invoices).
- Initiates all Foundation non-scholarship withdrawal requests.
- Serves as facility and inventory point of contact; maintains and tracks school inventory; conducts regular inventory audits.
- Assists in state-mandated audits.
- Orders course and lab supplies and coordinates delivery as requested.
- Coordinates lab maintenance with off-campus technicians and appropriate lab coordinator or faculty.
- Assists with lab clean-out.
- Processes necessary forms for school maintenance, supply purchases, awards, etc., through the University and Foundation.
- Serves as building liaison; enters work orders and interacts with physical plant on building maintenance and service.
- Manages personnel actions under supervision of the director, including creation of job requisitions, onboarding and off-boarding of staff, faculty, graduate assistants, and temporary non-students.
- Prepares 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.
- Prepares semesterly paperwork for Graduate school, including tuition waiver requests, offer letters, and Personnel Action Forms.
- Provides administrative support for the Director, including 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 completing cross-training on all job duties and responsibilities outlined in this position; performs other duties as assigned by the School Director.
That seems comprehensive.
Now Requirements: Minimum Qualifications: "High school diploma or general education degree (GED) and two years of office experience—OR—an equivalent combination of education and experience."
Qualifications (Preferred): "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."
Skills: list each ability.
- Proficiency with a PC and keyboard to perform data entry, manipulation, and analysis.
- 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 skills.
- Ability to exercise discretion, confidentiality, and judgment in dealing with sensitive issues.
- Ability to problem solve under direction of school and campus administrators.
Note: The original had "Ability to maintain cooperative relationships with colleagues Excellent interpersonal..." missing period; we split.
Now About the role: Use Job Summary.
Now we need to output only HTML fragment, no extra text.
Let's craft:
About the role
This position is for Academic, Operational, and Budgetary 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 community.
Responsibilities
- Acts as academic support for the School, including 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 the university community to assure student success.
- Liaises with offices/departments/programs that offer courses through ISPD (e.g., Student Affairs courses, Luckyday Scholarship Program, Center for Faculty Development).
- Assists with preparation and input of course schedule, room reservations, and student scheduling needs.
- Manages all class enrollment permissions.
About the role
Job Summary content.
Responsibilities
Requirements
Minimum Qualifications content.
Qualifications
Preferred Qualifications content.