Administrative Specialist, School of Social Work
for section headings. Use - for any list of duties/requirements/benefits, and
for prose.
We need to preserve all substantive information, not invent or summarize away detail. Remove boilerplate etc. Remove cookie/navigation/legal/EEO etc. Also remove Special Instructions to Applicants? That's application instructions; we should remove application instructions. Also remove Posting Close Date etc? Those are metadata; we can fold minor metadata into a short
or drop it. The instruction: do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. So we can include location etc maybe as a short paragraph.
We need to output only HTML fragment, no /, no markdown fences.
Let's extract content:
Position: Administrative Specialist, School of Social Work.
Location: Hattiesburg 118 College Drive Hattiesburg, Mississippi, 39406-0001 United States
Division: School of Social Work
Position Type: Staff
Employment Status: Full Time
Grant Funded: No
Pay Grade: N04
Posting Close Date: January 1, 2027
Special Instructions to Applicants: (remove as application instructions)
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, the public, and the university community.
Primary Job Duties And Responsibilities: list many duties.
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.
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.
About The University Of Southern Mississippi: description.
We need to decide sections: About the role (maybe Job Summary). Responsibilities (Primary Job Duties). Requirements (Minimum Qualifications). Qualifications (Preferred Qualifications?) Could combine Requirements and Qualifications? But we have separate headings: Requirements, Qualifications, Skills. We could map:
- About the role: Job Summary + maybe location/division info as short p.
- Responsibilities: Primary Job Duties And Responsibilities (list).
- Requirements: Minimum Qualifications.
- Qualifications: Preferred Qualifications (maybe also include Knowledge, Skills, And Abilities? but that is Skills). Actually KSA is Skills.
- Skills: Knowledge, Skills, And Abilities (KSA).
We should not create empty sections.
We need to use
- for any list of duties/requirements/benefits. For Responsibilities, we have many duties separated by periods; we can turn each sentence into
- . For Requirements (Minimum Qualifications) it's a single sentence; could be
or
- . Since it's not a list, we can use
. For Preferred Qualifications, it's a list of items: Experience working in academia. Minimum three years in a full-time office administration position. Knowledge of SOAR,... We can make
- . For Skills (KSA) it's a list of abilities; we can make
- .
We need to preserve all substantive information; do not invent or summarize away detail. So we must keep each duty exactly as written? We can split sentences but keep content.
Let's copy duties 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 the university community to assure student success.
Liaises with offices/departments/programs that offer courses through ISPD, e.g., all Student Affairs courses, Luckyday Scholarship Program, and the Center for Faculty Development.
Assists with the preparation of and input of course schedules, room reservations, and student scheduling needs.
Manages all class enrollment permissions.
Oversees textbook ordering.
Organizes summer programs, including conferences.
Supports the Internship Office by maintaining and reviewing contracts between the School and external partner agencies, coordinating and scheduling required training, maintaining students' required documentation, and submitting necessary paperwork to outside agencies to facilitate student placements.
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.
Process necessary forms for school maintenance, supply purchases, awards, etc. through the University and Foundation.
Serve as building liaison, enter work orders, and interact with physical plant on building maintenance and services.
Manage personnel actions under the supervision of the Director, including creating job requisitions and onboarding and offboarding of staff, faculty, graduate assistants, and 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.
Prepares semesterly paperwork for Graduate school, including tuition waiver requests, offer letters, and Personnel Action Forms.
Provides administrative support for the Director, including, but not limited to: gathering, analyzing, and/or entering data; event planning and public relations; website management, calendar/scheduling, and facilities reservations; correspondence; and 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."
We need to keep punctuation? We'll keep as is.
Minimum Qualifications: "High school diploma or general education degree (GED) and two years of office experience – OR- an equivalent combination of education and experience."
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."
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 line break after "colleagues" missing period; we keep.
Now About the role: Job Summary plus maybe location/division info.
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, the public, and the university community."
We could also include location etc as a short p.
We must not include boilerplate like EEO etc. Remove "The University of Southern Mississippi is an equal opportunity employer..." etc.
Also remove "About The University Of Southern Mississippi" description? That's not boilerplate; it's substantive about the university. Could be included maybe as part of About the role? But we already have About the role heading; we could include that description under About the role as extra paragraph. However the instruction: "Prefer a few substantive sections over many thin ones." So we could combine About the role (Job Summary + University description) into one section.
But we also have location etc; we could include that as a short p under About the role.
Let's decide: About the role section will contain:
- A short paragraph with location and division maybe.
- Then the Job Summary paragraph.
- Then the University description paragraph(s).
We must not repeat the job title as a heading.
Now we need to output HTML.
Structure:
About the role
Location: Hattiesburg, 118 College Drive, Hattiesburg, Mississippi, 39406-0001, United States. Division: School of Social Work. Position Type: Staff. Employment Status: Full Time. Grant Funded: No. Pay Grade: N04.
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, the public, and the university community.
[University description paragraphs...]
Then Responsibilities
- ...
...
Then Requirements
High school diploma or general education degree (GED) and two years of office experience – OR- an equivalent combination of education and experience.
Then 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.
Then 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 direction of school and campus administrators.
We need to ensure we didn't miss any substantive info: The posting also had "Special Instructions to Applicants" which we removed (application instructions). Also "Application review will begin immediately and continue until the position is filled." That's also application instructions; remove.
Also "Contact Dr. Michelle Brazeal..." that's application instructions; remove.
Also "Details about the School of Social Work can be found here: www.usm.edu/social-work." That's maybe a link; could be considered supplementary but not essential? It's a reference; but it's not boilerplate; it's a link to more info. Should we keep? The instruction: "Preserve ALL substantive information; do NOT invent or summarize away detail." That link is substantive? It's a reference to more info about the school. Might be considered substantive. However it's not a duty/requirement etc. Could be placed under About the role as a link. But we need to decide if we keep it. The instruction also says "Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions." This link is not those; it's a reference. I'd keep it.
Thus we can add a paragraph under About the role: "More
for prose. We need to preserve all substantive information, not invent or summarize away detail. Remove boilerplate etc. Remove cookie/navigation/legal/EEO etc. Also remove Special Instructions to Applicants? That's application instructions; we should remove application instructions. Also remove Posting Close Date etc? Those are metadata; we can fold minor metadata into a short
or drop it. The instruction: do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. So we can include location etc maybe as a short paragraph. We need to output only HTML fragment, no /, no markdown fences. Let's extract content: Position: Administrative Specialist, School of Social Work. Location: Hattiesburg 118 College Drive Hattiesburg, Mississippi, 39406-0001 United States Division: School of Social Work Position Type: Staff Employment Status: Full Time Grant Funded: No Pay Grade: N04 Posting Close Date: January 1, 2027 Special Instructions to Applicants: (remove as application instructions) 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, the public, and the university community. Primary Job Duties And Responsibilities: list many duties. 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. 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. About The University Of Southern Mississippi: description. We need to decide sections: About the role (maybe Job Summary). Responsibilities (Primary Job Duties). Requirements (Minimum Qualifications). Qualifications (Preferred Qualifications?) Could combine Requirements and Qualifications? But we have separate headings: Requirements, Qualifications, Skills. We could map: - About the role: Job Summary + maybe location/division info as short p. - Responsibilities: Primary Job Duties And Responsibilities (list). - Requirements: Minimum Qualifications. - Qualifications: Preferred Qualifications (maybe also include Knowledge, Skills, And Abilities? but that is Skills). Actually KSA is Skills. - Skills: Knowledge, Skills, And Abilities (KSA). We should not create empty sections. We need to use
- for any list of duties/requirements/benefits. For Responsibilities, we have many duties separated by periods; we can turn each sentence into
- . For Requirements (Minimum Qualifications) it's a single sentence; could be
or
- . Since it's not a list, we can use
. For Preferred Qualifications, it's a list of items: Experience working in academia. Minimum three years in a full-time office administration position. Knowledge of SOAR,... We can make
- . For Skills (KSA) it's a list of abilities; we can make
- .
We need to preserve all substantive information; do not invent or summarize away detail. So we must keep each duty exactly as written? We can split sentences but keep content.
Let's copy duties 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 the university community to assure student success.
Liaises with offices/departments/programs that offer courses through ISPD, e.g., all Student Affairs courses, Luckyday Scholarship Program, and the Center for Faculty Development.
Assists with the preparation of and input of course schedules, room reservations, and student scheduling needs.
Manages all class enrollment permissions.
Oversees textbook ordering.
Organizes summer programs, including conferences.
Supports the Internship Office by maintaining and reviewing contracts between the School and external partner agencies, coordinating and scheduling required training, maintaining students' required documentation, and submitting necessary paperwork to outside agencies to facilitate student placements.
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.
Process necessary forms for school maintenance, supply purchases, awards, etc. through the University and Foundation.
Serve as building liaison, enter work orders, and interact with physical plant on building maintenance and services.
Manage personnel actions under the supervision of the Director, including creating job requisitions and onboarding and offboarding of staff, faculty, graduate assistants, and 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.
Prepares semesterly paperwork for Graduate school, including tuition waiver requests, offer letters, and Personnel Action Forms.
Provides administrative support for the Director, including, but not limited to: gathering, analyzing, and/or entering data; event planning and public relations; website management, calendar/scheduling, and facilities reservations; correspondence; and 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."
We need to keep punctuation? We'll keep as is.
Minimum Qualifications: "High school diploma or general education degree (GED) and two years of office experience – OR- an equivalent combination of education and experience."
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."
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 line break after "colleagues" missing period; we keep.
Now About the role: Job Summary plus maybe location/division info.
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, the public, and the university community."
We could also include location etc as a short p.
We must not include boilerplate like EEO etc. Remove "The University of Southern Mississippi is an equal opportunity employer..." etc.
Also remove "About The University Of Southern Mississippi" description? That's not boilerplate; it's substantive about the university. Could be included maybe as part of About the role? But we already have About the role heading; we could include that description under About the role as extra paragraph. However the instruction: "Prefer a few substantive sections over many thin ones." So we could combine About the role (Job Summary + University description) into one section.
But we also have location etc; we could include that as a short p under About the role.
Let's decide: About the role section will contain:
- A short paragraph with location and division maybe.
- Then the Job Summary paragraph.
- Then the University description paragraph(s).
We must not repeat the job title as a heading.
Now we need to output HTML.
Structure:
About the role
Location: Hattiesburg, 118 College Drive, Hattiesburg, Mississippi, 39406-0001, United States. Division: School of Social Work. Position Type: Staff. Employment Status: Full Time. Grant Funded: No. Pay Grade: N04.
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, the public, and the university community.
[University description paragraphs...]
ThenResponsibilities
- ... ...
Requirements
High school diploma or general education degree (GED) and two years of office experience – OR- an equivalent combination of education and experience.
ThenQualifications
- 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
- 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.
- .
We need to preserve all substantive information; do not invent or summarize away detail. So we must keep each duty exactly as written? We can split sentences but keep content.
Let's copy duties 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 the university community to assure student success.
Liaises with offices/departments/programs that offer courses through ISPD, e.g., all Student Affairs courses, Luckyday Scholarship Program, and the Center for Faculty Development.
Assists with the preparation of and input of course schedules, room reservations, and student scheduling needs.
Manages all class enrollment permissions.
Oversees textbook ordering.
Organizes summer programs, including conferences.
Supports the Internship Office by maintaining and reviewing contracts between the School and external partner agencies, coordinating and scheduling required training, maintaining students' required documentation, and submitting necessary paperwork to outside agencies to facilitate student placements.
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.
Process necessary forms for school maintenance, supply purchases, awards, etc. through the University and Foundation.
Serve as building liaison, enter work orders, and interact with physical plant on building maintenance and services.
Manage personnel actions under the supervision of the Director, including creating job requisitions and onboarding and offboarding of staff, faculty, graduate assistants, and 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.
Prepares semesterly paperwork for Graduate school, including tuition waiver requests, offer letters, and Personnel Action Forms.
Provides administrative support for the Director, including, but not limited to: gathering, analyzing, and/or entering data; event planning and public relations; website management, calendar/scheduling, and facilities reservations; correspondence; and 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."
We need to keep punctuation? We'll keep as is.
Minimum Qualifications: "High school diploma or general education degree (GED) and two years of office experience – OR- an equivalent combination of education and experience."
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."
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 line break after "colleagues" missing period; we keep.
Now About the role: Job Summary plus maybe location/division info.
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, the public, and the university community."
We could also include location etc as a short p.
We must not include boilerplate like EEO etc. Remove "The University of Southern Mississippi is an equal opportunity employer..." etc.
Also remove "About The University Of Southern Mississippi" description? That's not boilerplate; it's substantive about the university. Could be included maybe as part of About the role? But we already have About the role heading; we could include that description under About the role as extra paragraph. However the instruction: "Prefer a few substantive sections over many thin ones." So we could combine About the role (Job Summary + University description) into one section.
But we also have location etc; we could include that as a short p under About the role.
Let's decide: About the role section will contain:
- A short paragraph with location and division maybe.
- Then the Job Summary paragraph.
- Then the University description paragraph(s).
We must not repeat the job title as a heading.
Now we need to output HTML.
Structure:
- . For Skills (KSA) it's a list of abilities; we can make
- . Since it's not a list, we can use