Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)
Department/Organization: 800110 - Student Life Communications
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 Administrative Assistant provides administrative, financial, and operational support for Student Life Communications & External Engagement. This position manages departmental budgets and financial records, processes purchases and travel expenses, maintains constituent and donor records in Denny CRM, and coordinates vendor relationships and brand approvals. The position also supports office operations through meeting coordination, correspondence, records management, supply ordering and work order submission. The administrative assistant serves as a key resource for departmental business operations and helps ensure the efficient day-to-day functioning of the office.
Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
Skills and Knowledge: Knowledge of administrative and office management practices, financial processes and business operations, including budgeting, reconciliation, purchasing and recordkeeping. Ability to interpret and apply University policies and procedures related to finance, procurement, travel and operations. Strong organizational, time management and problem-solving skills, with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail. Proficiency with Microsoft Office applications, particularly Excel, and the ability to learn and utilize University systems and databases. Ability to maintain confidential and sensitive information with discretion. Strong written and verbal communication skills, proofreading ability and excellent customer service skills. Ability to work independently and collaboratively while managing competing deadlines. Demonstrated commitment to supporting all students.
Preferred Qualifications: Bachelor's degree. Experience managing budgets, maintaining shadow ledgers, reconciling accounts, processing invoices or preparing financial reports. Experience with purchasing, procurement, contracts, vendor management and travel coordination. Advanced proficiency in Microsoft Excel, including tracking, reporting and reconciliation functions. Experience maintaining constituent, donor, customer or alumni databases, preferably within a CRM system. Experience generating reports, managing data and ensuring data accuracy and integrity. Experience providing administrative support in a higher education, nonprofit, communications, marketing, development or business environment. Demonstrated ability to manage multiple projects and competing priorities in a fast-paced setting.
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.
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