The University of Southern Mississippi
Administrative Specialist
The University of Southern Mississippi, Hattiesburg, Mississippi, United States, 39400
About the Position
Administrative Specialist
School of Humanities, The University of Southern Mississippi, Hattiesburg, Mississippi, 39406-0001
Position Type: Staff, Employment Status: Full Time, Pay Grade: N04, Posting Close Date: February 9, 2026
Job Summary: This position is for Academic, Operational, and Budgetary Support of the School Director, faculty, staff and students. The position is essential as it is the first point of contact for anyone within the School, public and university community.
Special Instructions to Applicants 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).
Primary Job Duties & Responsibilities
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 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, Center for Faculty Development.
Assists with preparation of and inputs course schedule, room reservations and student scheduling needs. Manages all class enrollment permissions. Oversees textbook ordering. Organizes summer programs, including conferences.
Develop and monitor the school's annual operating budgets through consultation with School Director, including planning and preparing justification statements for budget requests. Prepares analysis of budget data for the director and assures that expenditures stay within the established budget for the school; monitors personnel accounts. Maintains and reconciles all school budgets in a timely/monthly manner. Assists with Course Fee Audits. Assists university units and external agencies with budget requests. Prepares budgetary forms, initiates processes in SOARFIN, obtains appropriate signatures and routes to appropriate entity. Initiates all Foundation non-scholarship withdrawal requests.
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. Coordinates lab maintenance with off-campus technicians and appropriate lab coordinator or faculty. Assists with lab clean-out. 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 service.
Manages personnel actions under supervision of director, including creation of job requisitions, onboarding and off-boarding of staff, faculty, graduate assistants, 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 Graduate school, includes tuition waiver requests, offer letters, and Personnel Action Forms.
Provides administrative support for the Director including, but not limited to: gathering, analyzing, and/or inputting data; event planning and public relations; website management, calendar/scheduling and facilities reservations; correspondence, preparing reports for accreditation and funding agencies.
Serves as back-up and support to fill in as needed by successfully completing cross training on all job duties and responsibilities outlined in this position; performs other duties as assigned by the School Director.
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 & Abilities (KSA)
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.
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 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. We are a community-engaged Carnegie R1 university, earning distinction as 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 a broad range of disciplines, including cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development, among others.
We produce graduates ready to enter fields that are leading the way in emerging technologies through programs such as computer engineering, information technology, and ocean engineering. We're developing the next generation of business leaders, while also responding to 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 is delivering graduates who are ready for life. For more information, visit www.usm.edu.
Equal Opportunity Employer The University of Southern Mississippi is an equal opportunity employer, and all qualified applicants will receive consideration for employment. EOE/VETS/DISABILITY.
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School of Humanities, The University of Southern Mississippi, Hattiesburg, Mississippi, 39406-0001
Position Type: Staff, Employment Status: Full Time, Pay Grade: N04, Posting Close Date: February 9, 2026
Job Summary: This position is for Academic, Operational, and Budgetary Support of the School Director, faculty, staff and students. The position is essential as it is the first point of contact for anyone within the School, public and university community.
Special Instructions to Applicants 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).
Primary Job Duties & Responsibilities
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 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, Center for Faculty Development.
Assists with preparation of and inputs course schedule, room reservations and student scheduling needs. Manages all class enrollment permissions. Oversees textbook ordering. Organizes summer programs, including conferences.
Develop and monitor the school's annual operating budgets through consultation with School Director, including planning and preparing justification statements for budget requests. Prepares analysis of budget data for the director and assures that expenditures stay within the established budget for the school; monitors personnel accounts. Maintains and reconciles all school budgets in a timely/monthly manner. Assists with Course Fee Audits. Assists university units and external agencies with budget requests. Prepares budgetary forms, initiates processes in SOARFIN, obtains appropriate signatures and routes to appropriate entity. Initiates all Foundation non-scholarship withdrawal requests.
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. Coordinates lab maintenance with off-campus technicians and appropriate lab coordinator or faculty. Assists with lab clean-out. 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 service.
Manages personnel actions under supervision of director, including creation of job requisitions, onboarding and off-boarding of staff, faculty, graduate assistants, 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 Graduate school, includes tuition waiver requests, offer letters, and Personnel Action Forms.
Provides administrative support for the Director including, but not limited to: gathering, analyzing, and/or inputting data; event planning and public relations; website management, calendar/scheduling and facilities reservations; correspondence, preparing reports for accreditation and funding agencies.
Serves as back-up and support to fill in as needed by successfully completing cross training on all job duties and responsibilities outlined in this position; performs other duties as assigned by the School Director.
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 & Abilities (KSA)
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.
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 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. We are a community-engaged Carnegie R1 university, earning distinction as 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 a broad range of disciplines, including cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development, among others.
We produce graduates ready to enter fields that are leading the way in emerging technologies through programs such as computer engineering, information technology, and ocean engineering. We're developing the next generation of business leaders, while also responding to 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 is delivering graduates who are ready for life. For more information, visit www.usm.edu.
Equal Opportunity Employer The University of Southern Mississippi is an equal opportunity employer, and all qualified applicants will receive consideration for employment. EOE/VETS/DISABILITY.
#J-18808-Ljbffr