Administrative Assistant

The University of Southern Mississippi is currently accepting applications for the position of Administrative Assistant.

Position Details

Location Hattiesburg

118 College Drive

Hattiesburg, Mississippi, 39406-0001

United States

Division School of Education

Position Type Staff

Employment Status Part Time

Grant Funded Yes

Posting Close Date July 31, 2024

Special Instructions to Applicants

This is a grant-funded position. Applicants will be reviewed starting January 29, 2024, until the position is filled. Inquires may be sent to Dr. Jo Hawkins-Jones at joyarketta.hawkins@usm.edu.

Job Summary

The administrative assistant will assist with making purchases according to procurement procedure, maintain records for payroll, assist with scheduling programmatic training, events, and field trips. The administrative assistant will work 15 hours per week.

Primary Duties and Responsibilities

• Acts as academic support for the program to include, but not limited to, preparing and sending necessary program documents and student forms, maintaining appropriate student files and working the program liaison, program coordinator, and CTE career coaches and student apprentices to assure student success.

• Serves as program point of contact. Maintains and track program inventory. Conducts regular inventory audits. Assists in state mandated and agency audits.

• Orders program supplies and coordinate delivery, as requested. Processes necessary forms for purchases and program expresses through Click Up. Serve as program liaison to the business manager.

• Manages personnel actions under supervision of director, including maintain staff time sheets, submitting remittance vouchers for student apprentices and educational consultants.

• Provides administrative support for the program director including, but not limited to: gathering, analyzing, and/or inputting data; event planning and public relations; website management, calendar/scheduling and facilities reservations; correspondence, preparing reports for funding agencies.

• Performs other duties as assigned.

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 & Abilities

• Proficiency with a PC and keyboard to perform data entry, manipulation, and analysis.

• Ability to read and interpret documents such as grant and programatic procedure manuals.

• Ability to write routine reports and correspondence in Microsoft Office.

• Ability to maintain cooperative relationships with colleagues and industry partners.

• 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 program director.

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 across the Mississippi Gulf Coast, as well as online. Founded in 1910, USM is one of only 146 universities in the nation to earn the Carnegie Classification of Institutions of Higher Education's "R1: Doctoral Universities - Very high research activity" designation, and its robust research enterprise includes experts in ocean science and engineering, polymer science and engineering, and large event venue safety and security, among others. USM is also one of only 37 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 more than 14,000, representing 71 countries, all 50 states, and every county in Mississippi. USM students have collected four Truman Scholarships and 37 National Science Foundation Graduate Research Fellowships, while also leading Mississippi with 27 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 www.usm.edu.

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.