Assistant Director - Finance and Administrative Operations

Special Instructions to Applicants Please contact the School Director, Dr. Melissa Kossman (melissa.k.kossman@usm.edu), with any questions. 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 Assistant Director – Finance and Administrative Operations provides administrative, financial, and operational support for the School of Health Professions. This position coordinates academic and personnel administrative processes, purchasing and financial documentation, records management, events, communications, and facility and inventory activities.

The Assistant Director – Finance and Administrative Operations serves as a primary point of contact for students, faculty, staff, administrators, and external stakeholders and supports accreditation, compliance, and reporting activities. This position also supervises student workers and assists with maintaining efficient day-to-day operations of the School.

Primary Duties and Responsibilities Provides administrative support for the School of Health Professions and serves as a primary point of contact for students, faculty, staff, administrators, visitors, and external stakeholders. Responds to inquiries, manages shared email accounts and calendars, maintains office records, coordinates communications, and directs individuals to appropriate University resources.

Coordinates and supports academic administrative processes, including course scheduling, textbook adoption, faculty workload documentation, syllabus collection and review, student enrollment coordination, and maintenance of academic and program records. Uses University systems, including SOAR, SOARFin, SOARHR, and Canvas, to enter, retrieve, verify, and maintain information.

Supports faculty and staff recruitment, onboarding, and personnel administration by coordinating interviews, preparing materials, processing required documentation, maintaining credential and personnel records, and completing documentation for adjunct faculty, student workers, guest speakers, standardized patients, and other temporary or contracted personnel.

The existing description assigns these recruitment and personnel responsibilities to the position. Processes and tracks purchases, reconciles PCard transactions, maintains supporting financial documentation, processes travel and reimbursement documentation, and prepares budget-related records and financial reports. Monitors purchasing and reimbursement activities for compliance with University procedures and applicable funding requirements.

Coordinates meetings, interviews, orientations, ceremonies, trainings, student presentations, and other School events, including scheduling, room arrangements, technology, catering, purchasing, and logistical support. Prepares, edits, proofreads, formats, and distributes correspondence, reports, agendas, meeting minutes, forms, announcements, and other School communications.

Supports accreditation, assessment, compliance, audit, and institutional reporting activities by collecting, organizing, verifying, maintaining, and submitting required records and documentation. Coordinates with appropriate University offices to obtain information and assists with ensuring administrative processes are completed according to established requirements and deadlines.

Serves as a School point of contact for facilities and inventory matters. Maintains and tracks inventory, assists with required inventory audits, coordinates equipment and laboratory maintenance, orders operational and instructional supplies, submits and tracks maintenance work orders, and serves as a liaison with Physical Plant and other University offices.

These responsibilities are currently spread across several individual tasks. Supervises student workers, assists with interviews, develops work schedules, assigns and monitors work, and provides guidance and training. Performs other duties as assigned.