Job Description

Executive Assistant to Vice President for Student Affairs and Enrollment Management

The University of Southern Mississippi is currently accepting applications for the position of Executive Assistant to Vice President for Student Affairs and Enrollment Management.

Position Details Location Hattiesburg

118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States Division Division of Student Affairs Position Type Staff Employment Status Full Time Grant Funded No Pay Grade

E09

Posting Close Date July 15, 2026

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).


The
Executive Assistant to the Vice President for Student Affairs and Enrollment
Management is a vital member of the VPSAEM’s Senior Leadership Team with
responsibility of handling a wide range of matters of
institutional importance. Among these responsibilities, the individual is a
resource for faculty, staff, students, and campus constituents involving
matters within the Division and across the University. Therefore, this
individual liaisons with many offices across campus, developing relationships
and a greater understanding of all University functions including: (but not
limited to) academic, financial and administration, external affairs, etc. The individual is an essential advisor to the VPSAEM on all
matters pertaining to the DIVISION and its role within the University. The
individual must carry out duties with considerable latitude for
exercising judgment and discretion.

Primary
Job Duties and Responsibilities

1. Finance: Examines monthly budget
   reports for 18 departments within the division and advises the VPSA on any
   concerns. Writes, reviews, and submits monthly, quarterly, and annual financial
   reports as mandated or requested by the University and/or the IHL. Advises
   and assists the VPSAEM on annual budget development for over $48 million
   including reviewing five-year budget plans for 11 auxiliary units.
   Maintains all financial records for the Office of the VPSAEM. Manages and
   reconciles procurement card transactions, billing, and maintains interdepartmental records. Creates and submits
   requisitions/purchase orders, retains accounts payable records, and
   prepares University travel documents for executive leadership. Processes
   annual inventory control and basic internal control audit for the Office
   of the VPSAEM. Drafts, proofs, and
   edits correspondence needing VPSAEM review and signature in addition to
   letters, memos, email and other documents. Organizes travel arrangements,
   flight schedules, hotel accommodations, car rental, and driving directions
   for the VPSAEM and other members of the Division Senior Leadership Team. Stays
   abreast of state and federal laws as well as IHL and University policies
   to be the division-wide resource for financial, budgetary, university
   policy, and human resource questions.
2. Agenda
   Management: Manages calendars for the VPSAEM, properly vetting and
   protecting the VPSAEM’s time and schedule to maintain alignment with the current
   Division and University strategic plan, objectives, and goals. Ensures all
   events are posted on the VPSAEM calendar accurately and promptly. Gathers all imperative information pertaining to appointments,
   meetings, speaking engagements, and special events and provides them to
   the VPSAEM.
3. Event
   Production: Creates, organizes and plans division-wide meetings, retreats
   and events aligning with the Division’s mission. Collaborates with other
   members of the Division Senior Leadership Team on the event content including
   booking of the venue, placing catering orders, crafting event
   communications with the Division’s Marketing and Communications Manager, and
   connecting with campus partners as needed. Responsible for dispersing and
   maintaining accurate records of the Aramark Programming Funds within the Division.
4. Personnel:
   Liaisons with the Human Resource department for the Division including
   evaluating systems as it pertains to updated HR processes within the
   University. Manages all documents for personnel action requests needing
   VPSAEM review. Oversees database with contact information of all Student
   Affairs and Enrollment Management staff and personnel, including student
   employees. Reviews monthly newsletters and communications from HR, OFPA,
   Controller/Procurement, OIA and distributes necessary information to the Division
   Senior Leadership Team and directors. Communicates and trains employees on
   updated or new processes and systems surrounding employees, ie. hiring,
   performance management, payroll, purchasing, inventory control, etc.
5. Service
   and Scholarships: Assists parents, students, alumni, and community members
   in-person, by phone, and email with questions and concerns about a wide
   range of institutional efforts. Makes appropriate and necessary referrals
   as needed using discretion and mature judgment. Gathers, researches, and
   maintains information to deliver accurate answers and resources to University
   constituents. Awards scholarships through the USM Foundation’s GO system,
   searching for the best qualified and eligible student. Notifies students
   of awarded scholarships and track their process of accepting and
   submitting post-acceptance information to the Foundation. Serve as a
   “Super GO Liaison” for the Division, communicating deadlines and
   expectations to Division staff responsible for awarding scholarships
   within their scopes.
6. Student
   Awards: Coordinates the yearly selection and planning of Who’s Who/Hall of
   Fame and the Student Awards Ceremony on Founder’s Day, including, but not
   limited to: sending nomination forms to the campus community, student
   organizations and student organization presidents; assists with the
   selection of the recipients; notifies students of their selection;
   prepares bios of students; works with University Communications to prepare
   and edit the Awards Day program and marketing pieces; creates award certificates
   and orders awards ensuring all are correct; writes and edits the script
   for the Awards Day, working with the President’s Office and the Office of
   the Provost. Books venue, orders catering and decorations for Awards Day
   ceremony and other Awards Day events. Works in conjunction with the
   Student Awards Selection Committee and campus partners to select students
   for these University-wide awards.
7. Performs
   other duties as assigned.

Minimum Qualifications
Bachelor’s
degree and three years related experience or 20 years in Student Affairs
related departments and/or training is required. A demonstrated working
knowledge of Microsoft 365 including Word, Excel, Power Point and Teams is
required. Preference will be given to persons with demonstrated customer
service experience, a working knowledge of higher education systems and general
budgetary knowledge.

Knowledge,
Skills, and Abilities (KSA)

• Knowledge of the University budgetary process, University organizational structure, University policies and procedures, and IHL Board of Trustees Bylaws/policies and procedures.
• Knowledge of federal, state and local government officials, ordinances, and laws.
• Excellent computer skills, communication skills (oral and written), interpersonal skills, and organizational skills
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, budgets and governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Strong analytical and problem-solving skills.
• Ability to think creatively and innovatively.
• Analytical skills to forecast and identify trends and challenges.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to add, subtract, multiply and divide in all units of measure.
• Ability to compute rate, ratio and percentage and interpret profit/loss reports.
• Ability to solve practical problems and deal with a variety of concrete variables in different situations.
• Ability to manage multiple projects at a time.
• Excellent communication, organizational and presentation skills.
• Ability to work in a diverse team environment.

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.