Administrative Specialist, School of Social Work

The University of Southern Mississippi • Hattiesburg, MS

5d • Onsite

About The Position

The University of Southern Mississippi is seeking applicants for an administrative specialist position in the School of Social Work. This role provides essential academic, operational, and budgetary support to the School Director, faculty, staff, and students. It serves as the primary point of contact for individuals within the School, the public, and the university community.

Requirements

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

Nice To Haves

• 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.

Responsibilities

• Acts as academic support for the School, including corresponding with prospective students, coordinating student visits, preparing and sending student forms, maintaining student files, and working with faculty, staff, students, and the university community to ensure student success.
• Liaises with offices/departments/programs that offer courses through ISPD, such as Student Affairs courses, the Luckyday Scholarship Program, and the Center for Faculty Development.
• Assists with the preparation 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 with 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 and conducts regular inventory audits.
• Assists in state-mandated audits.
• Orders course and lab supplies and coordinates delivery.
• 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 services.
• Manages 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.
• 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 the Graduate school, including tuition waiver requests, offer letters, and Personnel Action Forms.
• Provides administrative support for the Director, including 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 by completing cross-training on all job duties and responsibilities.
• Performs other duties as assigned by the School Director.

Benefits

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED