Administrative Assistant - USM Research Foundation

University of Southern Mississippi - Long Beach, MS (30+ days ago)4.3

The University of Southern Mississippi Research Foundation supports and enhances the research mission of the University of Southern Mississippi by promoting the increase of useful knowledge and encourages the development of intellectual properties owned by the University and operated exclusively for the benefit of the University.

This position performs administrative duties and activities of the office for the Foundation and supports the Project Management Coordinator. Performs accounting and clerical tasks related to efficient maintenance and processing of accounts payables transactions in QuickBooks.

Primary Duties and Responsibilities

Scan, copy and distributes mail; uploads to “Server”; file and retrieve documents, records and reports.
Perform accounting tasks related to maintaining and processing of accounts payable transactions including data entry into QuickBooks of reviewed and verified invoices and check request; sort, code and set invoices up for bi-monthly payments; print checks; monitor accounts to ensure payments are up to date; maintain “Knowledge Base” file; maintain vendor files; assist with monthly and year end closing; provide supporting documentation for audits.
Maintain company electronic and hard copies file records including archival of files using established procedures in a consistent timely manner.
Run errands to post office, office supply store and any other location as needed.
Maintains a sufficient inventory of office supplies.
Maintain a clean and organized work space. Performs additional administrative duties as assigned.

Minimum Qualifications
High school diploma or general education degree (GED); two to three years of experience as administration assistant and accounts payables; strong communication skills, both written and verbal and proficient knowledge of Microsoft Office with strong knowledge of Word, Excel and Outlook. Reliability and discretion of confidential information.

Knowledge, Skills & Abilities
Detailed oriented and comfortable working in a fast-passed office environment; proficient in multi-tasking and accuracy; exceptional organizational skills; knowledge of Microsoft Office with strong knowledge of Word, Excel and Outlook; knowledge of accounts payable and accounting procedures and QuickBooks; proficient in data entry and management of same and maintain confidentiality.

Preferred Qualifications
Ability to organize and prioritize work.
About The University of Southern Mississippi
Founded in 1910, The University of Southern Mississippi is a comprehensive doctoral and research-driven university with a proud history and an eye on the future. A dual-campus university, Southern Miss serves students on campuses in Hattiesburg and Long Beach, in addition to five teaching and research sites in Mississippi and through Online at Southern Miss. Since 2006, our students have collected three Truman Scholarships and 18 National Science Foundation Graduate Research Fellowships. USM students also lead Mississippi with 21 Goldwater Scholarships, an honor that recognizes the next generation of great research scientists. Our Drapeau Center for Undergraduate Research affords our students meaningful research opportunities, and as a proven leader in innovation, we conduct transformative research that translates into real-world solutions. As one of only 36 institutions in the nation accredited in theatre, art and design, dance and music, we are a haven for creativity and artistic expression. In the classroom or lab, on the playing field, or in the performance hall, we strive to have a positive impact not only on our students, but also the world around us. Further information is found at

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.