Administrative Assistant III

2 months ago


Alabama, United States The University of Alabama Full time

Pay Grade/Pay Range:  Minimum: $19.33 - Midpoint: $24.18 (Hourly N5)

Department/Organization: 214101 - Dean's Office - Engineering

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

Job Summary: The Administrative Assistant III provides administrative support for operations on a college-wide scale, division-wide scale, or unit-wide scale for units of comparable size, scope, and complexity wade scale to that of a college or division. Performs complex and some undocumented administrative tasks. Acts as office liaison/receptionist. Drafts and sends communications on supervisor/departmental staff or college/division behalf. Reconciles P-Card/Concur for other staff/faculty against departmental budget. Performs some simple budget monitoring/entry. 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 with a variety of functions which contribute to creating a professional, welcoming and well-organized office. Provides administrative oversight and operational support for the Associate Dean for Research and Economic Development, who serves as the direct supervisor. Performs accounting, financial, and other support activities associated with the operations of all associated units. Provides some pre-award and proposal development support to faculty teams. Tracks and manages cost-share agreements and commitments. Coordinates IPF approvals through Cayuse. Manages the approval of Advance Spending Authorizations. Coordinates grant transfers to other institutions, as well as other research support functions. Provides limited local support of research security activities including pre-screening and documentation. Serves as a liaison with the College of Engineering Financial Office and ORED.

Required Minimum Qualifications: High school diploma or GED and four (4) years of administrative experience; OR associate’s degree and two (2) years of administrative experience; OR bachelor's degree or higher.

Skills and Knowledge: Excellent communication and customer friendly service skills. Efficient and accurate computer and data entry skills. Good organizational skills. Ability to work collaboratively in a dynamic setting. Knowledge of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, etc.). High degree of self-motivation and directional initiative. Tact, versatility, cooperation, and adaptability.

Preferred Qualifications: Experience with University operating software programs (Concur, Astra, etc.). Knowledge of University financial accounting, purchasing, and travel policies and procedures. Familiarity with Contract and Grant rules and Cayuse.

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



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