Office Manager

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

Position Details

Location Gulf Park

730 East Beach Boulevard

Long Beach, Mississippi, 39560

United States

Division School of Speech and Hearing Sciences

Position Type Staff

Employment Status Full Time

Grant Funded No

Salary Range 13.07 - 17.69

Pay Grade

N04

Posting Close Date June 28, 2024

Job Summary

Manages The Children’s Center office, assisting the Director and Assistant Director with day-to-day operations of the Center. Supervises receptionist for the Gulf Park 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 client information, student worker/clinician/volunteer information, and personnel information.

Primary Duties and Responsibilities

• 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.

• 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.

• 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.

• 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

• Assists and coordinates with the Director, Manager of Financial Operations, and Director of Communications and Development as needed.

• Other duties as assigned.

Minimum Qualifications

Associates degree from an accredited college and/or minimum of 3 years related clerical experience and/or training. Must hold or be willing to acquire CPR certification.

Knowledge, Skills & Abilities

• 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.

Preferred Qualifications

Experience working in a public office serving families, experience with scheduling and strong organizational skills, and ability to speak effectively to groups of staff, board members, donors, families, or students.

Supervisory Responsibilities:

Supervises receptionist, teaching assistants or student workers (3-5)

Physical Requirements:

Please identify all physical requirements for the position.

Maximum Required Frequency Functional Activities (Typical)

C Sitting - able to remain in a stationary position

F Standing - able to remain standing in a stationary position

O Climbing - use objects to ascend and/or descend

O Positions self to accomplish tasks (squat, stoop,crouch, crawl, kneel)

F Lift/move items weighing up to 10 pounds (0 – 10 lbs.)

F Lift/move items weighing up to 20 pounds (11 – 20 lbs.)

F Lift/move items weighing up to 35 pounds (21 – 35 lbs.)

O Lift/move items weighing up to 50 pounds (36 – 50 lbs.)

O Lift/move items weighing up to 100+pounds (76 ≥ 100 lbs.)

F Push/pull - move items from one area to another

F Reach – ability to retrieve items above shoulders

C Use of keyboard and mouse (sporadic 10 key)

C Able to communicate with internal and external customers

C Must be able to detect items from a close distance

C Must be able to detect items from a long distance

O Must be able to distinguish colors

Maximum

Required Frequency Work Environment/Conditions

O Works in outdoor weather conditions

C Works inside

NR Exposure to solvents or chemicals

O Exposure to excess noise

NR Exposure to dust, fumes, gases, or other irritating substances (paint, glue)

Frequency Ranking Percent of Time Range of Hours Worked Given Length of Shift:

Not Required (NR) 8 Hours 9 Hours 10 Hours 12 Hours

Or Never

Occasionally (O) 0 - 33% 0 to 2.5 0 to 3 0 to 3.5 0 to 4

Frequently (F) 34 - 66% 2.5 to 5.5 3 to 6 3.5 to 7 4 to 8

Continuously (C) 67 - 100% 5.5 to 8 6 to 9 7 to 10 8 to 12

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.

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.