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Administrative Coordinator

2 months ago

Long Beach, California, United States University of Southern Mississippi Full time
Job Summary

This position is responsible for providing academic, operational, and administrative support to the School of Leadership Director, faculty, staff, and students. The successful candidate will serve as the first point of contact for the School, University community, and general public.

Key Responsibilities
  • Provide academic support to the School, including corresponding with prospective students and working with faculty, staff, and students to ensure student success.
  • Manage School calls, emails, mail distribution, and office visitors.
  • Serve as the primary liaison between potential students, current students, faculty, staff, and other departments, and/or external constituencies on day-to-day academic, operational, and administrative issues.
  • Assist with preparation of and input course schedule, room reservations, and student scheduling needs.
  • Manage class enrollment permissions and prerequisite verifications.
  • Oversee textbook ordering.
  • Prepare, submit, and track all travel paperwork and reimbursement requests.
  • Serve as facility and inventory point of contact.
  • Maintain and track School inventory.
  • Conduct regular inventory audits.
  • Assist in state-mandated audits.
  • Order course supplies and coordinate delivery.
  • Serve as building liaison, enter work orders, and interact with Physical Plant on building maintenance and service.
  • Manage personnel actions under the supervision of the School Director.
  • Prepare appropriate HR hiring paperwork for School employees, credentialing paperwork for instructors, and semesterly paperwork for Graduate School.
  • Provide administrative support for the Director, including scheduling appointments/meetings, gathering, analyzing, and/or inputting data, planning events and public relations, website management, calendar/scheduling and facilities reservations, general correspondence, preparing reports for accreditation and funding agencies, and other related support as requested.
Requirements
  • High school diploma or general education degree (GED) and two years of office experience, or an equivalent combination of education and experience.
  • Familiarity with relevant technology, software, and applications, including Microsoft Office suite (especially Word and Excel) and 365 tools.
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to write routine reports and correspondence.
  • 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 the direction of School and Campus administrators.
Preferred Qualifications
  • Experience working in academia.
  • Three or more years in a full-time office administration position.
  • Knowledge of SOAR, SOARHR, SOARFIN, and Cornerstone.