Administrative Specialist

Location: Hattiesburg, 118 College Drive, Hattiesburg, Mississippi, 39406-0001, United States

Employment Status: Full Time

Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship.

About the Role

This position provides academic, operational, and budgetary support for the School Director, faculty, staff, and students. As the first point of contact for the School, the role is essential for engaging with the 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 student files, and collaborating with faculty, staff, students, and the university community to ensure student success.
• Liaises with offices, departments, and programs offering courses through ISPD, such as Student Affairs courses, the Luckyday Scholarship Program, and the Center for Faculty Development.
• Assists with preparation and input of course schedules, room reservations, and student scheduling needs. Manages class enrollment permissions and oversees textbook ordering.
• Organizes summer programs, including conferences.
• Develops and monitors the school’s annual operating budgets in consultation with the School Director, including planning and preparing justification statements for budget requests. Prepares budget data analysis and ensures expenditures stay within the established budget. Monitors personnel accounts and maintains/reconciles all school budgets monthly.
• Assists with course fee audits and budget requests from university units and external agencies. Prepares budgetary forms and initiates processes in SOARFIN, including purchase orders, permission to travel, reimbursement vouchers, and interdepartmental invoices.
• Initiates all Foundation non-scholarship withdrawal requests.
• Serves as the facility and inventory point of contact. Maintains and tracks school inventory, conducts regular audits, and assists in state-mandated audits. Orders course and lab supplies, coordinates delivery, and manages lab maintenance with off-campus technicians and lab coordinators. Assists with lab clean-outs.
• Processes forms for school maintenance, supply purchases, awards, and other needs through the University and Foundation. Serves as the building liaison, enters work orders, and interacts with the physical plant on maintenance and service issues.
• Manages personnel actions under the supervision of the director, including creation of job requisitions, onboarding and off-boarding of staff, faculty, graduate assistants, and temporary non-students. Prepares HR hiring paperwork for faculty, staff, adjuncts, and student employees, as well as credentialing paperwork for instructors.
• Hires, assigns duties, and supervises student employees. Prepares semesterly paperwork for the Graduate School, including tuition waiver requests, offer letters, and Personnel Action Forms.
• Provides administrative support for the Director, including gathering, analyzing, and inputting data; event planning and public relations; website management; calendar/scheduling and facilities reservations; correspondence; and preparing reports for accreditation and funding agencies.
• Serves as a backup and support for other duties as needed, completing cross-training on all responsibilities outlined in this position. Performs other duties as assigned by the School Director.

Requirements

• High school diploma or general education degree (GED) and two years of office experience—OR—an equivalent combination of education and experience.

Skills

• 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 the direction of school and campus administrators.

Preferred Qualifications

• Experience working in academia.
• Minimum of 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

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. As a community-engaged Carnegie R1 university, we are 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 disciplines such as cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development. We produce graduates ready to enter fields leading in emerging technologies through programs like computer engineering, information technology, and ocean engineering.

We develop the next generation of business leaders while addressing 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 delivers graduates ready for life.