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Job No. 140088

  • Job Title:
  • Administrative Specialist
  • Employer:
  • University of Southern Mississippi
  • Location:
  • Hattiesburg , MS
  • Posting Date:
  • 07-Jan-2019
  • Description:
  • Job Summary
    This position provides support for the School of Ocean Science & Engineering’s Coastal Sciences program, including academic and administrative support for the SOSE Associate Director, faculty, staff and students. This position is an essential point of contact for anyone within the School, academic unit, public and university community.

    Primary Duties and Responsibilities

    Acts as academic support for the School to include, but not limited to, corresponding with prospective students, preparing and sending necessary student forms, maintaining appropriate student files and working with faculty, staff, students and university community to assure student success.

    Assists with preparation of course scheduling, room reservations and student scheduling needs and serves as textbook liaison.

    Assists with purchasing procedures, travel paperwork, and running monthly financial reports for Coastal Sciences. Maintains and reconciles procurement cards and purchase requisitions in a timely manner. Prepare forms and documents, obtain appropriate signatures and route to appropriate entity for approval (e.g., Purchase Orders, Permission to Travel, Reimbursement Voucher, etc.).

    Maintain and track inventory for Coastal Sciences. Conduct regular inventory audits. Assist in state mandated audits.

    Process necessary forms for school maintenance, supply purchases, awards, etc. through the University. Assist with appropriate hiring paperwork for faculty, staff, adjuncts, student employees, etc.

    Provide administrative support for the Graduate Program & Grants Coordinator and Associate Director including, but not limited to, event planning, calendar/scheduling and correspondence and will perform other duties as assigned.

    Minimum Qualifications
    High school diploma or general education degree (GED) and one year related experience.

    Knowledge, Skills & Abilities
    Strong communication skills, both written and verbal, are required.
    Proficiency with a PC and keyboard to perform data entry, including basic knowledge of Microsoft Office and Adobe Acrobat software.

    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.

    Preferred Qualifications
    Associate’s degree; one to two years related experience and/or training; or equivalent combination of education and experience.
    Experience working in academia.

    Knowledge of SOAR, SOARFIN, SOARHR, Radius, Pinnweb, and Faculty Enlight.
    About The University of Southern Mississippi
    The University of Southern Mississippi (USM) is a comprehensive public research institution delivering transformative programs on campuses in Hattiesburg and Long Beach, at teaching and research sites in central and southern Mississippi, as well as online. Founded in 1910, USM is one of only 76 public universities in the nation to earn the Carnegie Foundation’s "higher research activity" designation for doctoral universities, and its robust research enterprise includes experts in ocean science and engineering, polymer science and engineering, and sport venue safety and security, among others. USM is also one of only 40 institutions in the nation accredited in theatre, art and design, dance and music. As an economic driver, USM generates an annual economic impact of more than $600 million across the state. USM welcomes a diverse student body of approximately 15,000, representing 71 countries, all 50 states, and every county in Mississippi. USM students have collected four Truman Scholarships and 35 National Science Foundation Graduate Research Fellowships, while also leading Mississippi with 21 Goldwater Scholarships, an honor that recognizes the next generation of great research scientists. Home to the Golden Eagles, USM competes in 17 Division I sports sponsored by the National Collegiate Athletic Association (NCAA). For more information, visit
  •  Contact information:
  • University of Southern Mississippi
  • Hattiesburg, MS 39406
  • United States
  • Employer's Website:
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