Administrative Specialist, Psychology
University of Southern Mississippi, Hattiesburg, MS, United States
Administrative Specialist, Psychology
The University of Southern Mississippi is currently accepting applications for the position of Administrative Specialist, Psychology.
Position Details
Location
Hattiesburg
118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States
Division
Psychology
Position Type
Staff
Employment Status
Full Time
Grant Funded
No
Salary Range
15.38 - 15.38
Pay Grade
N04
Posting Close Date
Open Until Filled
Special Instructions to Applicants
We are seeking applicants to work as an administrative specialist in theSchool of Psychology. Primary responsibilities will involve managing graduateand undergraduate academic records, course scheduling and special projects tosupport School of Psychology initiatives (which can include event planning,social media management and supervision of work study students, dependent onthe applicants' experience and expertise). Please submit a resume and names ofthree references (preferably include those who were previous supervisors).Contact Dr. Alen Hajnal (alen.hajnal@usm.edu) for more informationabout the position. Details about the School of Psychology can be found here:www.usm.edu/psychology. Application review will begin immediately and continueuntil the position is filled.
Applicants must be currently authorized to work in theUnited States on a full-time basis without the need for visa sponsorship. TheUniversity will not sponsor applicants for work visas (e.g., H-1B).
Job Summary
This position is for Academic, Operational, and Budgetary Support of theSchool Director, faculty, staff and students. This position is essential as itis the first point of contact for anyone within the School, public anduniversity community.
Primary Job Duties and 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 studentfiles and working with faculty, staff, students and university community toassure student success.
Assists with preparation of and inputs course schedule, room reservationsand 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 throughconsultation with School Director, including planning and preparingjustification statements for budget requests. Prepare analysis of budget datafor the director and assure that expenditures stay within the establishedbudget for the school; monitors personnel accounts. Maintain and reconciles allschool budgets in a timely/monthly manner. Assist with Course Fee Audits.Assist university units and external agencies with budget requests. Preparebudgetary forms, and initiate processes in SOARFIN, obtain appropriatesignatures and route to appropriate entity. (i.e. Purchase Orders, Permissionto Travel, Reimbursement Voucher, Interdepartmental Invoices etc.). Initiatesall Foundation non-scholarship withdrawal requests.
Serves as facility and inventory point of contact. Maintain and track schoolinventory. Conduct regular inventory audits. Assist in state mandated audits.Order course and lab supplies and coordinate delivery, as requested. Coordinatelab maintenance with off-campus technicians and appropriate lab coordinator orfaculty. Assist with lab clean-out. Process necessary forms for schoolmaintenance, supply purchases, awards, etc. through the University andFoundation. Serve as building liaison, enters work orders and interacts withphysical plant on building maintenance and service.
Manage personnel actions under supervision of director, including creatingof job requisitions, onboarding and off-boarding of staff, faculty, graduateassistants, temporary non-students. Prepare appropriate HR hiring paperwork forfaculty, staff, adjuncts, student employees, etc. Prepares credentialingpaperwork for instructors. Hires, assigns duties, and supervises the work ofstudent employees. Prepare semesterly paperwork for Graduate school, includetuition waiver requests, offer letters, and Personnel Action Forms.
Provide administrative support for the Director including, but not limitedto: gathering, analyzing, and/or inputting data; event planning and publicrelations; 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 successfullycompleting cross training on all job duties and responsibilities outlined inthis position; performs other duties as assigned by the School Director.
Minimum Qualifications
High school diploma or general education degree (GED) andtwo years of office experience - OR- an equivalent combination of education andexperience.
Knowledge, Skills, and Abilities (KSA)
Proficiency with a PC and keyboard to perform data entry, manipulation, andanalysis.
Ability to read and interpret documents such as safety rules, operating andmaintenance 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 communicationskills.
Ability to exercise discretion, confidentiality, and judgment in dealing withsensitive issues.
Ability to problem solve under direction of school and campusadministrators.
PreferredQualifications
Experience working in academia. Minimumthree 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 SouthernMississippi has remained dedicated to preparingstudents for success. We deliver programs to more than 13,000 studentsin Hattiesburg and Long Beach, at teaching and research sites across theMississippi Gulf Coast, as well as online. Weare a community-engaged Carnegie R1 university, earning distinction as one ofthe nation's leading research institutions.
Southern Miss is known for pioneering work inpolymer science, ocean science, spectator sports safety and security, and bringinglanguage to children with communication disorders. We are also a nationalleader in a broad range of disciplines, including cybersecurity, hydrography,nutrition, aquaculture, kinesiology, and economic development, among others.
We produce graduates ready to enterfields that are leading the way in emerging technologies through programs suchas computer engineering, information technology, and ocean engineering. We're developing the next generation ofbusiness leaders, while also responding to critical workforce shortages byproducing skilled professionals in education and nursing. With a tradition ofexcellence in the arts, we are one of only 36 public institutions in the nationaccredited in four major areas of the arts. Home to the Golden Eagles, ourstudent-athletes compete in 17 NCAA Division I sports. With a culture marked by passion andpersistence, Southern Miss is delivering graduates who are ready for life. For more information, visit www.usm.edu.
The University of Southern Mississippi is an equal opportunity employer, and all qualified applicants will receive consideration for employment. EOE/VETS/DISABILITY.
The University of Southern Mississippi is currently accepting applications for the position of Administrative Specialist, Psychology.
Position Details
Location
Hattiesburg
118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States
Division
Psychology
Position Type
Staff
Employment Status
Full Time
Grant Funded
No
Salary Range
15.38 - 15.38
Pay Grade
N04
Posting Close Date
Open Until Filled
Special Instructions to Applicants
We are seeking applicants to work as an administrative specialist in theSchool of Psychology. Primary responsibilities will involve managing graduateand undergraduate academic records, course scheduling and special projects tosupport School of Psychology initiatives (which can include event planning,social media management and supervision of work study students, dependent onthe applicants' experience and expertise). Please submit a resume and names ofthree references (preferably include those who were previous supervisors).Contact Dr. Alen Hajnal (alen.hajnal@usm.edu) for more informationabout the position. Details about the School of Psychology can be found here:www.usm.edu/psychology. Application review will begin immediately and continueuntil the position is filled.
Applicants must be currently authorized to work in theUnited States on a full-time basis without the need for visa sponsorship. TheUniversity will not sponsor applicants for work visas (e.g., H-1B).
Job Summary
This position is for Academic, Operational, and Budgetary Support of theSchool Director, faculty, staff and students. This position is essential as itis the first point of contact for anyone within the School, public anduniversity community.
Primary Job Duties and 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 studentfiles and working with faculty, staff, students and university community toassure student success.
Assists with preparation of and inputs course schedule, room reservationsand 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 throughconsultation with School Director, including planning and preparingjustification statements for budget requests. Prepare analysis of budget datafor the director and assure that expenditures stay within the establishedbudget for the school; monitors personnel accounts. Maintain and reconciles allschool budgets in a timely/monthly manner. Assist with Course Fee Audits.Assist university units and external agencies with budget requests. Preparebudgetary forms, and initiate processes in SOARFIN, obtain appropriatesignatures and route to appropriate entity. (i.e. Purchase Orders, Permissionto Travel, Reimbursement Voucher, Interdepartmental Invoices etc.). Initiatesall Foundation non-scholarship withdrawal requests.
Serves as facility and inventory point of contact. Maintain and track schoolinventory. Conduct regular inventory audits. Assist in state mandated audits.Order course and lab supplies and coordinate delivery, as requested. Coordinatelab maintenance with off-campus technicians and appropriate lab coordinator orfaculty. Assist with lab clean-out. Process necessary forms for schoolmaintenance, supply purchases, awards, etc. through the University andFoundation. Serve as building liaison, enters work orders and interacts withphysical plant on building maintenance and service.
Manage personnel actions under supervision of director, including creatingof job requisitions, onboarding and off-boarding of staff, faculty, graduateassistants, temporary non-students. Prepare appropriate HR hiring paperwork forfaculty, staff, adjuncts, student employees, etc. Prepares credentialingpaperwork for instructors. Hires, assigns duties, and supervises the work ofstudent employees. Prepare semesterly paperwork for Graduate school, includetuition waiver requests, offer letters, and Personnel Action Forms.
Provide administrative support for the Director including, but not limitedto: gathering, analyzing, and/or inputting data; event planning and publicrelations; 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 successfullycompleting cross training on all job duties and responsibilities outlined inthis position; performs other duties as assigned by the School Director.
Minimum Qualifications
High school diploma or general education degree (GED) andtwo years of office experience - OR- an equivalent combination of education andexperience.
Knowledge, Skills, and Abilities (KSA)
Proficiency with a PC and keyboard to perform data entry, manipulation, andanalysis.
Ability to read and interpret documents such as safety rules, operating andmaintenance 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 communicationskills.
Ability to exercise discretion, confidentiality, and judgment in dealing withsensitive issues.
Ability to problem solve under direction of school and campusadministrators.
PreferredQualifications
Experience working in academia. Minimumthree 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 SouthernMississippi has remained dedicated to preparingstudents for success. We deliver programs to more than 13,000 studentsin Hattiesburg and Long Beach, at teaching and research sites across theMississippi Gulf Coast, as well as online. Weare a community-engaged Carnegie R1 university, earning distinction as one ofthe nation's leading research institutions.
Southern Miss is known for pioneering work inpolymer science, ocean science, spectator sports safety and security, and bringinglanguage to children with communication disorders. We are also a nationalleader in a broad range of disciplines, including cybersecurity, hydrography,nutrition, aquaculture, kinesiology, and economic development, among others.
We produce graduates ready to enterfields that are leading the way in emerging technologies through programs suchas computer engineering, information technology, and ocean engineering. We're developing the next generation ofbusiness leaders, while also responding to critical workforce shortages byproducing skilled professionals in education and nursing. With a tradition ofexcellence in the arts, we are one of only 36 public institutions in the nationaccredited in four major areas of the arts. Home to the Golden Eagles, ourstudent-athletes compete in 17 NCAA Division I sports. With a culture marked by passion andpersistence, Southern Miss is delivering graduates who are ready for life. For more information, visit www.usm.edu.
The University of Southern Mississippi is an equal opportunity employer, and all qualified applicants will receive consideration for employment. EOE/VETS/DISABILITY.