Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)
Department/Organization: 218101 - Dean's Office-School of Law
Normal Work Schedule: Monday - Friday 8:00am to 5:00pm; some nights & weekends required.
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: Provides support to the Law School's Advancement Office in the areas of Development, Communication, and Event Planning (primarily to the Director of Development and Event Coordinator, but also to the department head and Dean). Schedules meetings with prospective and existing donors and plan travel itineraries. Researches prospective and existing donors (e.g., biographical information, giving history, recent news, etc.). Prepares summaries and notebooks for use on fundraising visits. Records visits in the alumni database and transcribe any notes or memos from the meeting; track prospect responses. Creates, organizes, and maintains confidential donor files. Drafts correspondence related to development calls and handle telephone calls from alumni and donors. Plans and executes alumni gatherings scheduled by the Development Staff (firm visits, coffees, lunches, etc.). Reconciles departmental P-cards, miscellaneous disbursement vouchers, and travel reimbursements to ensure bills are paid on time. Assists with certain events throughout the year, some of which fall outside regular office hours (e.g., Homecoming and reunion, annual alumni banquet, etc.).
Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
Skills and Knowledge: Attention to detail. Ability to manage multiple projects and meet deadlines. Professional written and verbal communication skills. Proficiency with common office software (Outlook, Word, Excel, etc.). Ability to work independently.
Preferred Qualifications: Experience organizing and maintaining files, scheduling, and fundraising.
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.
