Administrative Specialist

The University of Southern Mississippi•Hattiesburg, MS

1d•Onsite

About The Position

The Administrative Specialist provides academic, operational, and budgetary support to the School Director, faculty, staff, and students in the School of Mathematics and Natural Sciences. The position is a primary point of contact for the School and its public and university communities. It supports student services and course administration; manages budgets, purchasing, facilities, and inventory; coordinates personnel and hiring paperwork; and provides administrative support to the Director. The role is based at the University of Southern Mississippi in Hattiesburg, Mississippi.

Requirements

High school diploma or GED and two years of office experience, or an equivalent combination of education and experience.
Proficiency with a PC and keyboard for 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 using Microsoft Office.
Ability to maintain cooperative relationships with colleagues.
Excellent interpersonal, organizational, oral, and written communication skills.
Ability to exercise discretion, confidentiality, and judgment when handling sensitive issues.
Ability to problem-solve under the direction of School and campus administrators.
Applicants must be authorized to work full-time in the United States without visa sponsorship.

Nice To Haves

Experience working in academia.
At least 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

Support academic administration, including responding to prospective students, coordinating campus visits, preparing student forms, maintaining student files, and working with the School community to support student success.
Liaise with university offices, departments, and programs that offer courses through ISPD.
Assist with course schedules, room reservations, and student scheduling needs; manage class enrollment permissions and textbook ordering.
Organize summer programs, including conferences.
Develop and monitor the School’s annual operating budgets in consultation with the School Director; prepare budget justifications and budget analyses, monitor personnel accounts, and ensure expenditures remain within budget.
Maintain and reconcile School budgets monthly and assist with course fee audits.
Assist university units and external agencies with budget requests; prepare budget forms and initiate processes in SOARFIN, obtain signatures, and route documents such as purchase orders, travel permissions, reimbursement vouchers, and interdepartmental invoices.
Initiate Foundation non-scholarship withdrawal requests.
Serve as the facilities and inventory point of contact; track inventory, conduct audits, assist with state-mandated audits, order course and lab supplies, and coordinate deliveries.
Coordinate laboratory maintenance with off-campus technicians and lab coordinators or faculty, and assist with lab clean-outs.
Process University and Foundation forms for maintenance, supply purchases, and awards; serve as building liaison, enter work orders, and coordinate with the physical plant on building maintenance and service.
Manage personnel actions under the Director’s supervision, including job requisitions, onboarding and offboarding, and hiring paperwork for faculty, staff, adjuncts, and student employees.
Prepare instructor credentialing paperwork and semesterly Graduate School paperwork, including tuition waiver requests, offer letters, and Personnel Action Forms.
Hire, assign duties to, and supervise student employees.
Provide administrative support to the Director, including gathering, analyzing, and entering data; event planning and public relations; website management; calendar and scheduling support; facilities reservations; correspondence; and reports for accreditation and funding agencies.
Cross-train on the position’s duties to provide backup coverage, perform other duties as assigned by the School Director.