"Alerted.org

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 Center for International Education

Position Type Staff

Employment Status Full Time

Grant Funded No

Pay Grade

N05

Posting Close Date Open Until Filled

Special Instructions to Applicants

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 serves a vital role in the day-to-day operations of the three offices housed within the Center for International Education: Study Abroad, International Student and Scholar Services, and International Admissions. This position provides operational, budgetary, and programmatic support. S/he prepares and maintains financial records and ensures compliance with related university policies in the execution of these duties.

Primary Duties and Responsibilities

+ Maintains and reconciles 25-30 budgets including payroll. Executes and reconciles all transactions made with Procurement Cards. Prepares and processes budgetary forms (Purchase Orders, Reimbursements, Interdepartmental Invoices, non-scholarship Foundation expenses).

+ Coordinates and processes international and domestic Permissions to Travel and Travel Vouchers for staff and faculty who are leading study abroad programs, participating in conferences, and conducting site visits. Processes hiring paperwork including Personnel Action Forms, tax forms, and payments for consortium faculty teaching on USM programs abroad.

+ Exercises fiscal responsibility for the collection and processing of program deposits, payments, and refunds. Coordinates new vendor set-up including the collection of required documents related to taxes and accounts payable forms. Processes vendor payments. Responsible for the purchase of commodities, equipment, repairs and contractual service activities.

+ Processes catering orders and space reservations. Maintains CIE vehicles (maintenance, inventory, registration, charging, and re-fueling). Updates staff permissions related to driving USM vehicles. Maintains conference room calendar and Microsoft Outlook Groups.

+ Answers phone, greets visitors, and collects mail. Enters work orders and liaises with the Physical Plant. Serves as the point of contact for inventory and coordinates annual inventory audits for the Center for International Education and performs other duties as assigned.

Minimum Qualifications

Associate’s degree and at least two years’ experience in an office administration position.

Knowledge, Skills & Abilities

+ Organization and time management: The ability to manage multiple tasks, prioritize work, meet deadlines and maintain an organized and efficient work environment.

+ Communication skills: Strong verbal and written communication skills to interact effectively. Includes listening actively, providing clear instructions, and conveying information accurately. Ability to communicate and interact effectively with everyone.

+ Attention to detail: Paying close attention to details and ensuring accuracy in data entry, document preparation, scheduling, and other administrative tasks.

+ Customer service: Providing excellent customer service, addressing inquiries and requests promptly and professionally, and maintaining positive relationships.

+ Technical skills: Proficiency using office software and technology tools, such as Microsoft Excel, Outlook, SoarFin, and calendar management.

+ Teamwork & collaboration: Working effectively as part of a team, contributing to a positive work environment, and collaborating with colleagues to achieve common goals.

+ Initiative: Taking initiative in identifying opportunities for improvement, suggesting process enhancements, and anticipating needs or issues before they arise.

Preferred Qualifications

Experience using SOAR, SOARHR, and SOARFIN.

At least three years’ experience in an office administration position in academia.

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.