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Administrative Assistant II

4 months ago

Tuscaloosa, United States The University of Alabama Full time

Pay Grade/Pay Range:  Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)

Department/Organization: 701101 - VP Research

Normal Work Schedule: Monday - Friday 8:00am to 4:45pm

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 II is responsible for assisting the Associate Vice President for Research Administration and the Offices for Sponsored Programs, Contract & Grant Accounting, ASSIST, Research Ethics & Compliance, and, generally, the Office for Research & Economic Development. This is a support service role that performs duties related to meeting standard requirements of research administration functions. Assists with proposal review, submission and tracking, award tracking, and close-out under minimal supervision. Assists with package preparation, data management, and reporting. Prepares meeting agendas, materials, and minutes, provides administrative support for core research administration units. Performs administrative duties such as scheduling, maintaining financial records and Office P-Card; research and data compiling for special projects; assisting with the development of reports and presentations; and arranging travel, special events, and campus visits. Helps prioritize the responsibilities of the Vice President for Research & Economic Development and the Associate Vice President for Research Administration by managing all scheduling required of both senior leaders.

Required Department Minimum Qualifications: High school diploma or GED and four (4) years of experience in a business or legal professional setting; OR associate’s degree and two (2) years of experience in a business or legal professional setting; OR bachelor's degree and some experience in a business or legal professional setting.

Skills and Knowledge: Eagerness to work in a team atmosphere. Advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook). Extensive interpersonal and communication skills. Ability to demonstrate tact, versatility, cooperation, and adaptability. Accounting skills and the ability to organize work, processes, and time efficiently and effectively. The ability to manage all administrative matters in an office environment.

Preferred Qualifications: Prior experience with UA policies and procedures, including Banner, BuyBAMA, Concur, Electronic Personnel Action forms, Independent Contractor forms, Vendor Disclosure Statements, Professional Service Agreements, and Departmental Transfers. Prior experience in an academic research office. Knowledge of UA’s financial accounting, purchasing, and travel policies and procedures. High degree of self-motivation and initiative.

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 race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy, age, genetic or family medical history information, disability, protected veteran status, or any other 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. Follow the link below to find out more. "EEO is the Law" Poster