Contractual Services Operations Specialist

Note for Current UM Employees

Current employees must apply internally via ConnectU > connectu.olemiss.edu

The University of Mississippi

"The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential.”

Department Summary

Contractual Services Management oversees University contracts concerning food services, bookstore, laundry, vending, electronic door access, and security cameras. 

Role Specifications

Below you will find classification and compensation information.  For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -Administration

Sub-Family -Administrative Operations

Career Track / Level - P1

Grade -5

Role Summary

Performs and oversees various administrative functions within a department including but not limited to;  Office facilities and equipment management.  Administer or support accounting processes.  Support HR activities, database / system administration task. 

Examples of Work Performed

• Addresses laundry and vending issues across campus, following up with appropriate vendor.
• Enters departmental purchase requisitions and coordinates payment of purchase orders.
• Manages work orders involving food services, vending, residence hall laundry, and other departmental operations.
• Oversees use of departmental procurement card, ensuring all documents are provided to Procurement in accordance with University policy.
• Oversees entry of departmental payroll and answers staff questions pertaining to University policy.
• Prepares and reviews detailed reports of departmental account(s) activities. Includes monthly reports to vendors and reconciliation of vendor accounts. 
• Supports department head in addressing staff questions pertaining to University policy and assists with student and staff issues involving ID cards and meal plans.
• Authorize and approve vendor/staff e-forms in coordination with department head.
• Serves as a liaison to departmental staff, internal and external constituents when obtaining information to answer financial or account questions. 
• Composes and edits correspondence on behalf of department head, generally limited to one-time licensing approvals.
• Oversees the departmental calendar for events and meetings.
• Coordinates departmental training from University and external groups.

Essential Functions

These essential functions include, but are not limited to, the following.  Additional essential functions may be identified and included by the hiring department.

1.  Plans and coordinates office-wide facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders. 
2.  Monitors inventory and places orders for office equipment, supplies, or provisions. 
3.  Manages or administers accounting processes including budgeting, invoice processing, employee expense reports, reimbursements, petty cash, and time tracking. 
4.  May support HR activities or initiatives with employee onboarding and interview coordination, and training. 
5.  Performs company database or system administration tasks, including data input, reporting, user support, and upgrades. 
6.  Resolves day-to-day problems and coordinates with stakeholders to obtain solutions

Minimum Education/Experience

Education: Bachelor's Degree

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, citizenship, national origin, age, disability, veteran status, or genetic information.

Minimum Physical Requirements

Physical Requirements:  These physical requirements are not exhaustive, and additional job-related physical requirements may be added to these by individual agencies on an as needed basis. 

Corrective devices may be used to meet physical requirements.

Physical Exertion:  The incumbent may be required to lift up to approximately 10 pounds.

Vision:  Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination:  While performing the duties of this job, the incumbent is frequently required to talk and hear; and use hands to finger, handle, or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.