Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)
Department/Organization: 750501 - Alabama Water Institute (AWI)
Normal Work Schedule: Monday - Friday 8:00am to 5:00pm
Job Summary: The Administrative Assistant II provides administrative support for the operations of unit. Performs moderately complex and well documented administrative tasks. Acts as office liaison/receptionist. Receives and routes phone calls, emails, and/or guests. Maintains files and enters data. Drafts and sends communications on supervisor/departmental staff behalf. Reconciles P-Card/Concur for other staff/faculty against departmental budget. Performs some simple budget monitoring/entry. Operates standard office equipment such as personal computers, copiers, fax machines, etc.
Additional Department Summary: The Alabama Water Institute (AWI) is one of four University of Alabama research institutes. AWI serves as a catalyst for interdisciplinary collaboration across the University’s various colleges, uniting engineers, computer scientists, biologists, social scientists, economists, and more to tackle the pressing water challenges faced by Alabama and the world. AWI-affiliated researchers specialize in water security and quality, remote sensing, hydrologic and hydraulic modeling, and watershed management through synergies with AWI research programs, including the NOAA Cooperative Institute for Research to Operations in Hydrology, the Global Water Security Center, and the CONSERVE Research Group.
Supports the day-to-day functions of the Alabama Water Institute by providing comprehensive administrative and logistical support across a range of operational areas. Key responsibilities include processing purchases and reimbursements, coordinating meeting and event logistics (including room reservations, catering, and AV setup), scheduling meetings and interviews, booking domestic and international travel, and managing office supply inventory. Assists with new employee onboarding, maintains organized digital and physical filing systems, and supports entry-level HR functions such as interview scheduling and candidate communications. Serving as a central point of contact for general operational needs, this position requires a detail-oriented, proactive individual who thrives in a dynamic, fast-paced academic environment.
Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
Skills and Knowledge: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and virtual meeting platforms (Zoom, etc). Strong organizational, communication, and interpersonal skills. Ability to multi-task, manage fine details, and meet tight deadlines in a high-activity research environment. Excellent communication skills, both written and verbal.
Preferred Qualifications: Experience with Concur, Astra, student reimbursements, listserv maintenance, UA travel policies & procedures.
Background Investigation Statement: Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation and information obtained from social media and other internet sources. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. A candidate with a prior conviction or negative behavioral red flags will receive an individualized review of the prior conviction or negative behavioral red flags before a hiring decision is made.
Equal Employment Opportunity: The University of Alabama is an Equal Employment/Equal Educational Opportunity Institution. All qualified applicants will receive consideration for employment or volunteer status without regard to any legally protected basis and will not be discriminated against because of their protected status. Applicants and employees of this institution are protected under Federal law from discrimination on several bases. More information is available in the EEOC’s Know Your Rights: Workplace discrimination is illegal poster.
