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Administrative Assistant II

3 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: 240102 - Intercultural Center

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: Provides confidential high-level administrative support for the Assistant Vice President, and Intercultural Center (IC). Coordinates the offices. Supervises student staff as needed. Responds to inquiries and requests. Communicates internally and externally. Schedules and plans meetings. Maintains all files, records, and reports. Serves as a liaison for the executive to various stakeholders, including the faculty, staff, students, parents, alumni, donors, and external community members. Resolves operational and administrative issues. Moves quickly within the dynamic work environment. Coordinates and plans meetings, programs, and events. Serves as an ambassador of The University of Alabama at assigned University-related functions. Prepares complex reports. Aides programming efforts. Handles all departmental budgets and travel arrangements. Offers tours of the space. Aides in contract approvals. Aides in technology setup. Maintains a warm, welcoming environment. Reports directly to the Assistant Vice President of University Programming and Engagement.

Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.

Additional Required Department Minimum Qualifications: High school diploma or GED or higher and (4) years of highly responsible general office experience. Experience supervising student staff, working with various populations, and management of fiscal responsibility of over $300,000

Skills and Knowledge: Proficiency in the usage of computers and various software (word processing, Banner, Concur, Zoom, Buy Bama, Microsoft Teams, Excel, resources spreadsheet and/or database management programs). Strong organizational, communication, and public relations skills.

Preferred Qualifications: Bachelor’s degree and two (2) years of highly responsible general office experience. Experience supervising student staff, working with a various populations, and management of fiscal responsibility of over $300,000

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