Pay Grade/Pay Range: Minimum: $16.63 - Midpoint: $19.95 (Hourly N3)
Department/Organization: 204411 - Biological Sciences
Normal Work Schedule: Monday - Friday; 20 hours per week.
Note to Applicants: Position is eligible for remote work subject to University policy.
Job Summary: The Administrative Assistant I provides administrative support for the operations of unit. Performs routine and well documented administrative tasks. Acts as office liaison/receptionist. Receives and routes phone calls, emails, and/or guests. Maintains files and enters data. Operates standard office equipment such as personal computers, copiers, fax machines, etc.
Additional Department Summary: Assists the Program Director, the Curriculum and IT Specialist, and the Director of IT for the Genomics Education Partnership (GEP; thegep.org) in the day-to-day operations of a nationwide biological education initiative for undergraduates. Plays an integral role in coordinating the regular logistical and administrative tasks related to the GEP. Helps to organize virtual meetings throughout the year (e.g., creating polls to determine the best meeting times, setting up virtual meeting rooms, sending initial notification emails that include calendar download attachments and reminders, downloading meeting recordings, creating Google Docs for the agenda and meeting notes). Works with other GEP staff and the GEP membership to help organize both in-person GEP events and conference/workshop attendance across the U.S., including making travel, lodging, and dining arrangements for participants and processing registration payments and reimbursements. Manages payment contracts for consultants and student mentors. Assists with documenting and maintaining communications among the Partnership members and create new, or update existing, materials for the project. Assists with preparing documentation of administrative and technical processes for the Partnership. Helps to maintain databases (e.g., member databases including each members’ institution, contact information, and committee affiliation). Assists the Program Director in preparing reports to funding agencies and the GEP membership. Creates and distributes Qualtrics surveys. Tracks responses across various platforms. Identifies and schedules needed group activities, meetings, events, and deadlines.
Required Minimum Qualifications: High school diploma or GED or higher.
Skills and Knowledge: Ability to communicate effectively with various groups of people including researchers, software engineers, and biologists. Excellent time management skills and ability to multitask and prioritize work. Attention to detail. Problem solving skills. Excellent written and verbal communication skills. Strong organizational and planning skills. Confidence and proficiency in an online/virtual environment. Ability to exercise discretion and independent judgment. Ability to adapt. Ability to self-teach.
Preferred Qualifications: Bachelor’s or master’s degree in computer science, science and technology, accounting, business, or a related discipline. Three (3) years of experience working in an academic environment. Experience in website development, social media promotion, video editing, graphic design programs (e.g., Adobe Creative Suite, Canva), and accessibility technology and tools (e.g., closed captioning). Experience in biological sciences, genomics, or a related discipline.
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.
