Job Information
University of Southern Mississippi Assistant to the Dean for Finance and Administration in Hattiesburg, Mississippi
Assistant to the Dean for Finance and Administration
The University of Southern Mississippi is currently accepting applications for the position of Assistant to the Dean for Finance and Administration.
Position Details
Location Hattiesburg
118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States
Division Graduate School
Position Type Staff
Employment Status Full Time
Grant Funded Partial
Salary Range 56,000.00 - 61,000.00
Pay Grade
E10
Posting Close Date July 1, 2024
Job Summary
The Assistant to the Dean for Finance and Administration (ADF&A) is a vital member of the Graduate School staff with responsibility for all accounting processes in two distinct areas: the Graduate School and the McNair Scholars Program. Among these responsibilities, the individual is principally responsible for all practices involved in hiring graduate assistants and in managing McNair participant expenditures. In addition, the ADF&A liaisons with many offices across campus and beyond (HR, Financial Aid, Business Services, Athletics, academic colleges, U.S. Department of Education) to ensure compliance with institutional, state, and federal guidelines and statutes. The individual is an essential advisor to the dean on all matters pertaining to Graduate School and McNair Program budgets.
Primary Duties and Responsibilities
Graduate Assistant allocation and processing: Advises the dean on graduate assistant (GA) allocations; processes GA assignment forms, including determining appropriate tuition waiver entitlement, continuous enrollment in required minimum hours, gathering all required documents for employment purposes (background checks, award letters, etc.). Issues a call each spring for requests for summer tuition waivers, assesses eligibility, and awards as appropriate. Maintains current and historical database of supported GAs.Runs reports and analyzes data as requested by the dean.
Serves as a liaison with Human Resources regarding student health insurance and with academic and non-academic units regarding GA processing. Oversees graduate work-study distribution to academic and non-academic units.
Liaisons with the academic colleges to gather data on graduate assistant funding sources, stipend amounts, job codes, and other data regularly needed by the dean. Trains college personnel on GA hiring procedures.
Graduate School accounting: Develops all Graduate School accounts; maintains accounting records for disbursements, transfers, purchases, receipts, and inventories; prepares financial reports and projections; prepares and checks budgeted balances and other monthly and yearly accounts. Coordinates and completes all Graduate School purchases through approved vendors; conducts interdepartmental transfers as needed. Reconciles E&G, designated, and discretionary accounts. Processes and pays requisitions and reconciles procurement card invoices; makes deposits; handles Graduate School expenses and payroll systems that pay wages and salaries; manages travel expenditures and reimbursements; completes PAFs for Graduate School personnel; completes and submits tax returns. Oversees Graduate School scholarship selections in the GO system.
McNair Scholars Program: Maintains all budget information related to the McNair Scholars Program. Prepares financial expenditure information for the grant performance report each budget period. Prepares scholarship authorization forms for summer housing for Scholars. Prepares tuition letters for scholars. Makes frequent budget revisions to correct ORA charges. Reevaluates the budget annually, and submits a revised budget first to ORA, and then to the Department of Education program officer each fall upon receipt of the Award Continuation Notice. Tracks all graduate school site visit travel associated with Scholars, preparing permission to travel and travel vouchers. Prepares monthly budget summaries for Program Director and the Dean. Processes stipends for scholars. Prepares PAFs for McNair graduate assistants. Serves as budget liaison with U.S. Department of Education as necessary. Manages McNair budget category in the Graduate School operations budget. Performs tasks in SOARFIN. Files annual scholarship agreements for McNair with Office of Undergraduate Scholarships. Processes awards in the GO system. Solicits and organizes W9 forms from scholars. Maintains current McNair budget competency through refresher training seminars and workshops
Performs other duties as assigned.
Minimum Qualifications
Bachelor’s degree in Accounting or related field and two years’ experience in budget and accounts management for a business or organization.
Knowledge, Skills & Abilities
Demonstrated skill with Microsoft Office. Experience with PeopleSoft desirable.
Must have excellent organization skills, accuracy, and attention to detail.
Must have proven ability to work independently and effectively in teams. Flexibility, positive attitude and exceptional work ethic are essential.
Excellent oral and written communication skills and demonstrated editing, proofing, and writing experience. Ability to write clear and concise correspondence; ability to interact effectively with various stakeholders.
Demonstrated ability to interact with faculty, students, and staff in a professional manner.
Open and ongoing communication and follow-up with Dean and Director is essential.
Demonstrated ability to present ideas to increase efficiency.
Preferred Qualifications
Experience in higher education accounting practices.
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.