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).
Job Summary
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
- 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.
- 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.
- 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.
- 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 St