Office Manager

The University of Southern Mississippi is currently accepting applications for the position of Office Manager.

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 
Manages The
Children’s Center office, assisting the Director and Assistant Directors with day-to-day operations of
the Center. Supervises receptionist for the Hattiesburg campus
location along with student workers. Provides support and assists with administrative
services for The Children’s Center.  Images all documentation required for
recording active and inactive child information, student
worker/clinician/volunteer information, and personnel information.

Primary Duties and Responsibilities  

1. Supervises, as needed,
   clerical duties such as typing correspondence, scanning and filing (e.g.,
   clinic files, contractual therapy notes), photocopying, mail
   pickup/delivery and running errands such as obtaining on campus
   signatures, making deposits and purchasing supplies
2. Maintains and manages
   Center files and databases such as client active and inactive lists, staff
   and board contact information, loan library check-outs and returns;
   distributes and collects prospective student worker and volunteer
   applications
3. Manages and supervises the
   scanning of documents into the electronic medical records and/or image now.  These documents include, but are not
   limited to, active and inactive client files, University student
   information, and personnel information.  Provides records requested by outside
   sources: e.g. MS Dept of Health, school districts servings graduates of
   The Children’s Center, etc.Researches to resolve problems related to archived records and retrieves
   information from imaging 
4. Manages and/or supervises day-to-day office/clerical duties
   including:
   
   -Monitoring and organization of University property through USM and State Auditor Property
   
   -Accounting systems
   
   -Monitoring daily physical operations and maintenance of the Center; building liaison for Physical Plant
   
   -Monitors graduate assistant and student worker hours
   
   -Conducts new employee and new student set-up to include access to Center server, access to prox card reader/door keys, and other IT issues/needs
   
   -Handles parking management for staff, enrolled families and visitors
   
   -Updates/creates forms for maintaining accurate records for staff, university students, and enrolled families
5. Assists and coordinates
   with the Director, Manager of Financial Operations, and Director of
   Communications and Development as needed.
6. Other duties as assigned.
   

• Proficiency with Microsoft
  Office, Excel, Adobe, with knowledge of Image Now and/or other Electronic
  record system.
• Skilled in communication
  and consistent follow-up.
• Ability to maintain
  confidentiality and respectful regarding sensitive information.
• Skilled in creating
  organizational systems and follow procedures.
• Knowledge of higher
  education communication and reporting procedures.
  

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.