Assistant Director - Finance and Administrative Operations

The University of Southern Mississippi•Hattiesburg, MS

1d•Onsite

About The Position

The Assistant Director – Finance and Administrative Operations provides administrative, financial, and operational support for the School of Health Professions. This position coordinates academic and personnel administrative processes, purchasing and financial documentation, records management, events, communications, and facility and inventory activities. The Assistant Director – Finance and Administrative Operations serves as a primary point of contact for students, faculty, staff, administrators, and external stakeholders and supports accreditation, compliance, and reporting activities. This position also supervises student workers and assists with maintaining efficient day-to-day operations of the School.

Requirements

Associate’s degree from an accredited college or university in Business Administration, Office Administration, Healthcare Administration, Management, Accounting, Finance, or a related field.
Two (2) years of experience in administrative support, office operations, financial administration, or a related area.
In lieu of an associate degree, applicants can meet minimum qualifications by demonstrating a High School Diploma or General Education Diploma (GED) and at least five (5) years of experience in administrative support, office operations, financial administration, or a related area.
Knowledge of administrative and office management practices and procedures.
Knowledge of purchasing, financial documentation, recordkeeping, and reconciliation processes.
Knowledge of Microsoft Office, including Word, Excel, Outlook, and Teams.
Ability to organize and prioritize multiple responsibilities and meet established deadlines.
Ability to maintain accurate administrative, financial, academic, and personnel records.
Ability to maintain confidentiality and appropriately handle sensitive information.
Ability to communicate effectively with students, faculty, staff, administrators, vendors, and the public.
Ability to interpret and follow established University policies, procedures, and administrative requirements.
Skill in preparing and proofreading correspondence, reports, meeting minutes, forms, and other professional documents.
Skill in data entry, spreadsheet maintenance, records management, and administrative systems.
Ability to work independently and collaboratively while responding to changing operational priorities.
Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B).

Nice To Haves

One (1) year of experience providing administrative support in higher education, healthcare, health professions education, or a related setting.
One (1) year of experience with academic administration, student records, course scheduling, purchasing, travel, or financial processes.
One (1) year of experience supporting accreditation, assessment, compliance, or institutional reporting activities.
Three (3) years of experience preparing professional correspondence, reports, meeting minutes, and other administrative documents.
One (1) or more year(s) of experience using university administrative systems or comparable enterprise systems.

Responsibilities

Provides administrative support for the School of Health Professions and serves as a primary point of contact for students, faculty, staff, administrators, visitors, and external stakeholders. Responds to inquiries, manages shared email accounts and calendars, maintains office records, coordinates communications, and directs individuals to appropriate University resources.
Coordinates and supports academic administrative processes, including course scheduling, textbook adoption, faculty workload documentation, syllabus collection and review, student enrollment coordination, and maintenance of academic and program records. Uses University systems, including SOAR, SOARFin, SOARHR, and Canvas, to enter, retrieve, verify, and maintain information.
Supports faculty and staff recruitment, onboarding, and personnel administration by coordinating interviews, preparing materials, processing required documentation, maintaining credential and personnel records, and completing documentation for adjunct faculty, student workers, guest speakers, standardized patients, and other temporary or contracted personnel.
Processes and tracks purchases, reconciles PCard transactions, maintains supporting financial documentation, processes travel and reimbursement documentation, and prepares budget-related records and financial reports. Monitors purchasing and reimbursement activities for compliance with University procedures and applicable funding requirements.
Coordinates meetings, interviews, orientations, ceremonies, trainings, student presentations, and other School events, including scheduling, room arrangements, technology, catering, purchasing, and logistical support.
Prepares, edits, proofreads, formats, and distributes correspondence, reports, agendas, meeting minutes, forms, announcements, and other School communications.
Supports accreditation, assessment, compliance, audit, and institutional reporting activities by collecting, organizing, verifying, maintaining, and submitting required records and documentation. Coordinates with appropriate University offices to obtain information and assists with ensuring administrative processes are completed according to established requirements and deadlines.
Serves as a School point of contact for facilities and inventory matters. Maintains and tracks inventory, assists with required inventory audits, coordinates equipment and laboratory maintenance, orders operational and instructional supplies, submits and tracks maintenance work orders, and serves as a liaison with Physical Plant and other University offices.
Supervises student workers, assists with interviews, develops work schedules, assigns and monitors work, and provides guidance and training.
Performs other duties as assigned.