Administrative Specialist, School of Social Work

Administrative Specialist, School of Social Work

The University of Southern Mississippi is currently accepting applications for the position of Administrative Specialist, School of Social Work.

Position Details Location Hattiesburg

118 College Drive

Hattiesburg, Mississippi, 39406-0001

United States Division School of Social Work Position Type Staff Employment Status Full Time Grant Funded No Pay Grade

N04

Posting Close Date January 1, 2027

Special Instructions to Applicants

We are seeking applicants for an administrative specialist position in the School of Social Work. Please submit a resume and the names of three references (preferably those who were previous supervisors). Contact Dr. Michelle Brazeal (michelle.brazeal@usm.edu), Interim Director of the School of Social Work, for more information about the position. Details about the School of Social Work can be found here: www.usm.edu/social-work.

Application review will begin immediately and continue until the position is filled.

Job Summary

This position is for Academic, Operational, and Budgetary Support of the School Director, faculty, staff, and students. This position is essential, as it is the first point of contact for anyone within the School, the public, and the university 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 student files, and working with faculty, staff, students, and the university community to assure student success. Liaises with offices/departments/programs that offer courses through ISPD, e.g., all Student Affairs courses, Luckyday Scholarship Program, and the Center for Faculty Development.
• Assists with the preparation of and input of course schedules, room reservations, and student scheduling needs. Manages all class enrollment permissions. Oversees textbook ordering. Organizes summer programs, including conferences.
• Supports the Internship Office by maintaining and reviewing contracts between the School and external partner agencies, coordinating and scheduling required training, maintaining students'' required documentation, and submitting necessary paperwork to outside agencies to facilitate student placements.
• Serves as facility and inventory point of contact. Maintains and tracks school inventory. Conducts regular inventory audits. Assists in state-mandated audits. Orders course and lab supplies and coordinates delivery, as requested. Process necessary forms for school maintenance, supply purchases, awards, etc. through the University and Foundation. Serve as building liaison, enter work orders, and interact with physical plant on building maintenance and services.
• Manage personnel actions under the supervision of the Director, including creating job requisitions and onboarding and offboarding of staff, faculty, graduate assistants, and temporary non-students. Prepare appropriate HR hiring paperwork for faculty, staff, adjuncts, student employees, etc. Prepares credentialing paperwork for instructors. Hires, assigns duties, and supervises the work of student employees. Prepares semesterly paperwork for Graduate school, including tuition waiver requests, offer letters, and Personnel Action Forms.
• Provides administrative support for the Director, including, but not limited to: gathering, analyzing, and/or entering data; event planning and public relations; website management, calendar/scheduling, and facilities reservations; correspondence; and preparing reports for accreditation and funding agencies.
• Serves as back-up and support to fill in as needed by completing cross-training on all job duties and responsibilities outlined in this position; performs other duties as assigned by the School Director.

Minimum Qualifications

High school diploma or general education degree (GED) and two years of office experience - OR- an equivalent combination of education and experience.

Knowledge, Skills, and Abilities (KSA)

• Proficiency with a PC and keyboard to perform data entry, manipulation, and analysis.
• 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.
• Ability to problem solve under direction of school and campus administrators.

Preferred Qualifications

Experience working in academia. Minimum three 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 Southern Mississippi has remained dedicated to preparing students for success. 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 community-engaged Carnegie R1 university, earning distinction as one of the nation''s leading research institutions.

Southern Miss is known for pioneering work in polymer science, ocean science, spectator sports safety and security, and bringing language to children with communication disorders. We are also 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. Home to the Golden Eagles, our student-athletes compete in 17 NCAA Division I sports. With a culture marked by passion and persistence, 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.