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Administrative Specialist, CEHS Dean's Office
2 months ago
This position provides administrative support to the Dean's Office, faculty, staff, and students in the College of Education and Human Sciences. The successful candidate will serve as the first point of contact for the Dean's Office, the public, and the university community.
Key Responsibilities- Provide academic support to the Dean's Office, including corresponding with prospective students, coordinating on-campus student visits, and preparing and sending necessary student forms.
- Liaise with offices, departments, and programs that offer courses through the ISPD, including Student Affairs courses, the Luckyday Scholarship Program, and the Center for Faculty Development.
- Assist with the preparation of and inputting course schedules, room reservations, and student scheduling needs.
- Manage all class enrollment permissions, oversee textbook ordering, and organize summer programs, including conferences.
- Develop and monitor the annual operating budgets through consultation with the Dean, including planning and preparing justification statements for budget requests.
- Prepare analysis of budget data for the Dean and ensure that expenditures stay within the established budget for the Dean's office.
- Maintain and reconcile all budgets in a timely manner, assist with Course Fee Audits, and assist university units and external agencies with budget requests.
- Serve as the facility and inventory point of contact, maintaining and tracking Dean's office inventory, conducting regular inventory audits, and assisting in state-mandated audits.
- Order course and lab supplies and coordinate delivery, as requested, and coordinate lab maintenance with off-campus technicians and appropriate lab coordinators or faculty.
- Process necessary forms for office maintenance, supply purchases, awards, etc. through the University and Foundation.
- Manage personnel actions under the supervision of the Dean, including creating job requisitions, onboarding and off-boarding of staff, faculty, graduate assistants, temporary non-students, and preparing appropriate HR hiring paperwork.
- Provide administrative support to the Dean/Associate Dean, including gathering, analyzing, and/or inputting data, event planning and public relations, website management, calendar/scheduling, and facilities reservations.
- High school diploma or general education degree (GED) and two years of office experience, or an equivalent combination of education and experience.
- Proficiency with a PC and keyboard to perform data entry, manipulation, and analysis.
- Ability to read and interpret documents, write routine reports and correspondence in Microsoft Office, and maintain cooperative relationships with colleagues.
- Excellent interpersonal, organizational, oral, and written communication skills, as well as the ability to exercise discretion, confidentiality, and judgment in dealing with sensitive issues.
The University of Southern Mississippi is a community-engaged Carnegie R1 university, earning distinction as one of the nation's leading research institutions. 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 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.
As an Affirmative Action/Equal Employment Opportunity employer/Americans with Disabilities Act institution, The University of Southern Mississippi encourages minorities, women, veterans, and persons with disabilities to apply.
