Administrative Specialist, School of Social Work

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 ([email protected]), 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.