Administrative Assistant II - Department Only - 529901
Job no: 529901
Work type: Regular Full-time (Benefits eligible)
Location: Tuscaloosa
Categories: Office/Clerical Support, Internal only, Administrative / Professional
Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)
Department/Organization: 200011 - Office of Disability Services
Normal Work Schedule: Monday - Friday 8:00am to 5:00pm
Note to Applicants: This is a department only search. You must be a current UA employee working in the Office of Disability Services Department to be considered.
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: Oversees the administrative operations for the Office of Disability Services (ODS) at the University of Alabama. Serves as the first point of contact for individuals engaging with ODS and plays a critical role in ensuring efficient office operations, excellent customer service, and accurate record management in support of ADA compliance and student success. Provides clear information about ODS services, registration processes, and available campus and community resources. Coordinates a high volume of appointments for professional staff. Maintains electronic records by receiving, uploading, and documenting sensitive disability-related information. Ensures that student documentation and correspondence are accurately recorded and routed to appropriate accommodations specialists. Supports application processing, including reviewing and processing student registrations, assigning accommodations specialists, and conducting follow-up outreach. Supports leadership with administrative tasks, and maintaining compliance with university policies and procedures. Contributes to financial and logistical operations by coordinating travel and lodging for staff conferences and reconciling P-Card and Concur expenses in accordance with departmental guidelines. Supports outreach efforts and assists the ODS Testing Center during high-demand periods.
Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
Skills and Knowledge: Strong public relations and interpersonal skills. Efficient verbal and written communication skills. Ability to manage multiple priorities with strong attention to detail. Strict confidentiality when handling sensitive information. Basic technical skills, including proficiency in personal computer use (email, word processing, scheduling, and data entry) and Microsoft Office and Microsoft 365. Ability to learn electronic records systems. Knowledge of office equipment such as copiers and scanners, along with basic troubleshooting skills for document uploads and record systems.
Preferred Qualifications: Customer service experience in fast-paced environments. Bookkeeping and/or the Concur system experience. Experience coordinating and booking travel arrangements.
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.
The University of Alabama affirms its longstanding commitment to institutional neutrality, free speech, and academic freedom.
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