What are the responsibilities and job description for the Administrative Specialist-School of Biological, Environmental and Earth Sciences position at usm?
Special Instructions to Applicants
Please submit a resume, cover letter, and contact information for 3 professional references. For inquiries about the position, please contact Dr. Jake Schaefer at Jake.Schaefer@usm.edu.
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, public and university community.
Primary 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 university community to assure student success. Liaising with offices/departments/programs that offer courses through ISPD, e.g. all Student Affairs courses, Luckyday Scholarship Program, Center for Faculty Development.
Assists with preparation of and inputs course schedule, room reservations and student scheduling needs. Manages all class enrollment permissions. Oversees textbook ordering. Organizes summer programs, including conferences.
- Develop and monitor the school’s annual operating budgets through consultation with School Director, including planning and preparing justification statements for budget requests. Prepare analysis of budget data for the director and assure that expenditures stay within the established budget for the school, monitors personnel accounts. Maintain and reconcile all school budgets in a timely/monthly manner. Assist with Course Fee Audits. Assist university units and external agencies with budget requests. Prepare budgetary forms, and initiate processes in SOARFIN, obtain appropriate signatures and route to appropriate entity. (i.e. Purchase Orders, Permission to Travel, Reimbursement Voucher, Interdepartmental Invoices etc.). Initiates all Foundation non-scholarship withdrawal requests.
Serves as facility and inventory point of contact. Maintain and track school inventory. Conduct regular inventory audits. Assist in state mandated audits. Order course and lab supplies and coordinate delivery, as requested. Coordinate lab maintenance with off-campus technicians and appropriate lab coordinator or faculty. Assist with lab clean-out. Process necessary forms for school maintenance, supply purchases, awards, etc. through the University and Foundation. Serve as building liaison, enters work orders and interacts with physical plant on building maintenance and service.
Manage personnel actions under supervision of director, including creating of job requisitions, onboarding and off-boarding of staff, faculty, graduate assistants, 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. Prepare semesterly paperwork for Graduate school, include tuition waiver requests, offer letters, and Personnel Action Forms.
Provide administrative support for the 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 accreditation and funding agencies.
Serves as back-up and support to fill in as needed by successfully completing cross training on all job duties and responsibilities outlined in this position; performs other duties as assigned by the School Director.
- Performs other duties as assigned.
