Administrative Specialist

University of Southern Mississippi • Long Beach, MS • 1d ago

Special Instructions to Applicants

Applications should include a resume and cover letter.

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).

Job Summary

This position provides academic, operational, and administrative support to the School of Leadership Director, faculty, staff, and students. Serving as the primary point of contact for the School, the position plays a critical role in supporting student success, facilitating day-to-day operations, and ensuring effective communication with the University community and general public. The position is located on the USM Gulf Park Campus in Long Beach, MS.

Primary Job Duties and Responsibilities

Provides front-line academic and administrative support for the School, including corresponding with prospective and current students and working closely with faculty, staff, and University offices to support student success. Manages phone calls, email accounts, mail distribution, and office visitors. Serves as the primary liaison among students, faculty, staff, internal departments, and external constituents on routine matters.

Assists with preparation and entry of course schedules, room reservations, and student scheduling needs. Manages class enrollment permissions, prerequisite verifications, and related registration processes. Oversees textbook ordering.

Prepares, submits, and tracks travel authorizations and reimbursement requests. Secures required approvals and signatures and routes documentation through appropriate University systems and offices.

Serves as the School's point of contact for facilities and inventory. Maintains and tracks School inventory, conducts regular audits, and assists with state-mandated inventory reviews. Orders instructional and office supplies and coordinates delivery. Acts as building liaison by submitting work orders and coordinating with Physical Plant on maintenance and service needs.

Supports personnel actions under the direction of the School Director, including creating and managing job requisitions and assisting with employee onboarding and offboarding. Prepares and processes HR documentation for School employees, credentialing materials for instructors, and other required paperwork.

Provides administrative support to the School Director, including but not limited to scheduling meetings and appointments; collecting, analyzing, and entering data; coordinating events and public-facing activities; managing calendars and facility reservations; and other related support as requested.

Performs other duties as assigned.

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