Human Resources Administrative Assistant

USM Foundation; Hattiesburg (MS); On-site; USD 20,000 - 21,000; Full time

Job summary

The University of Southern Mississippi in Hattiesburg, MS is seeking a Human Resources Administrative Assistant to serve as the first point of contact for visitors and staff. The role provides administrative and customer service support, processes personnel actions, and maintains employee records to ensure accurate HR operations.

Responsibilities include onboarding support, updating records in SOAR and Enroll Blue, handling I-9 and tax forms, and assisting with data entry and verification

Qualifications

• High school diploma or equivalent and one year of administrative/clerical experience.
• Ability to provide professional, customer-focused service to employees and visitors.
• Strong written and verbal communication; maintain confidentiality.
• Solid organizational skills and attention to detail in a fast-paced environment.
• Proficiency with basic computer applications and data entry.

Responsibilities

• Provide front-desk and administrative support by greeting visitors and routing calls.
• Assist employees with new hire paperwork including I-9 and tax forms.
• Coordinate HR operations paperwork and data entry in tracking systems.
• Respond to HR inquiries with accurate, timely information.
• Update employee records in SOAR and Enroll Blue per procedures.
• Assist with employment verification processes and government inquiries.
• Support onboarding activities and general HR office needs.

Skills

Front desk support

Customer service

Verbal and written communication

Discretion and confidentiality

Organizational skills

Multi-tasking

Microsoft Office

Education

High school diploma or equivalent

Tools

SOAR

Enroll Blue

PeopleSoft

E-Verify

Job description

Human Resources Administrative Assistant

Human Resources Administrative Assistant

The University of Southern Mississippi is currently accepting applications for the position of Human Resources Administrative Assistant.

Location Hattiesburg
118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States

Division Department of Human Resources

Position Type Staff

Employment Status Full Time

Grant Funded No

Salary Range 14.38 - 14.42

Pay Grade

N05

Posting Close Date Open Until Filled

Special Instructions to Applicants

Applicants must be currently authorized to work in theUnited States on a full-time basis without the need for visa sponsorship. TheUniversity will not sponsor applicants for work visas (e.g., H-1B).

Job Summary

Thisposition supports Human Resources operations by serving as the first point ofcontact for visitors, employees, and departments. The role providesadministrative and customer service support that helps ensure accurateprocessing of personnel actions and maintenance of employee records. Thisposition contributes to efficient HR operations by supporting onboardingactivities, maintaining HR systems, and assisting with general office needs.

Primary Duties and Responsibilities

• Provide front-desk and administrative support by greeting visitors, answering and routing telephone calls, directing individuals to appropriate offices or staff, and assisting employees with completion of new hire paperwork, including I-9 and tax forms.
• Coordinate incoming HR Operations paperwork by reviewing documents for accuracy, verifying student enrollment when required, matching PAFs with hiring documentation and background checks, logging submissions in tracking systems, and distributing materials for data entry.
• Respond to HR-related inquiries from university employees, departments, and the general public by providing accurate, timely, and customer-focused information.
• Update employee records by processing name and address changes in SOAR and Enroll Blue in accordance with university procedures.
• Administer employment verification processes by managing E-Verify submissions, verifying Selective Service registration when applicable, and completing employment verifications for current and former employees. Respond to inquiries from governmental agencies in a timely and professional manner.
• Perform other duties as assigned in support of HR Operations.

Minimum Qualifications

Highschool diploma or equivalent and one (1) year of experience in anadministrative, clerical, customer service, or office support role.

Knowledge, Skills & Abilities

• Ability to provide professional, customer-focused service and build effective working relationships with employees, visitors, and the public.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to exercise discretion and sound judgment when handling sensitive or confidential information and records.
• Strong organizational skills with the ability to manage multiple tasks, meet deadlines, and maintain attention to detail in a fast-paced environment.
• Ability to think critically and respond effectively under time-sensitive conditions.
• Proficiency with basic computer applications and office systems, including email, word processing, spreadsheets, and data entry.

Preferred Qualifications

Knowledge of University policies and procedures.
Experienceworking with PeopleSoft.
Experiencewith new hire processing, completing I-9s, and processing PAFs.

About The University of Southern Mississippi

Since our founding in 1910, The University of SouthernMississippi has remained dedicated to preparingstudents for success. We deliver programs to more than 13,000 studentsin Hattiesburg and Long Beach, at teaching and research sites across theMississippi Gulf Coast, as well as online. Weare a community-engaged Carnegie R1 university, earning distinction as one ofthe nation's leading research institutions.
Southern Miss is known for pioneering work inpolymer science, ocean science, spectator sports safety and security, and bringinglanguage to children with communication disorders. We are also a nationalleader in a broad range of disciplines, including cybersecurity, hydrography,nutrition, aquaculture, kinesiology, and economic development, among others.
We produce graduates ready to enterfields that are leading the way in emerging technologies through programs suchas computer engineering, information technology, and ocean engineering. We’re developing the next generation ofbusiness leaders, while also responding to critical workforce shortages byproducing skilled professionals in education and nursing. With a tradition ofexcellence in the arts, we are one of only 36 public institutions in the nationaccredited in four major areas of the arts. Home to the Golden Eagles, ourstudent-athletes compete in 17 NCAA Division I sports. With a culture marked by passion andpersistence, Southern Miss is delivering graduates who are ready for life. For more information, visit www.usm.edu .

Equal Opportunity Statement

The University of Southern Mississippi is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. The University is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its service, programs, and activities.
If reasonable accomodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other beneifts and privileges of employment, please contact:

The Office of Equal Employment Opportunity & Labor Regulatory Compliance

[e-mail]

McLemore Hall (MCL) 310 | 118 College Drive #5111 | Hattiesburg, MS 39406

Phone: [phone] | Fax: [phone] | TTY/TDD: 1.800.582.2233

Employment Notices

Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. Click on the links below to learn more about employer requirements and your right to work:

If you have questions, please email the Human Resources department at [e-mail].

Annual Security and Fire Safety Report

TheUniversity of Southern Mississippi is committed to the safety andsecurity of the USM community. The annual federal required compliancedocument which contains policy statements and crime statistics for theUniversity is available on the UPD website at http://www.usm.edu/police/ .You may also request a copy by contacting the University PoliceDepartment at Bond Hall, 1st Floor West, Hattiesburg, MS 39406 [phone]. The policy statements address the University's policies,procedures and programs concerning safety and security, for example,policies for responding to emergency situations and sexual offenses.Three years' of statistics are included for certain types of crimes thatwere reported to have occurred on campus, in or on off-campus buildingsor property owned or controlled by the University and on publicproperty within or immediately adjacent to the campus.