Executive Assistant I

4 weeks ago

Tuscaloosa, Alabama, United States The University of Alabama Full time

Pay Grade/Pay Range: Minimum: $ Midpoint: $26.59 (Hourly N6)


Department/Organization: VP Student Life


Normal Work Schedule: Monday - Friday 8:00am to 5:00pm


Job Summary: The Executive Assistant I provides administrative support for a Dean, Assistant/Associate Vice President, or position of comparable size, scope, and complexity. Performs complex and non-routine administrative tasks. Acts as liaison of the executive and their office. Drafts and sends communications on executive's behalf. Manages the office of the executive to include supervision of office staff. Oversees maintenance of all files, records, and reports. Oversee and works on special projects.


Additional Department Summary: Plans, coordinates, and supports the day-to-day general fiscal, administrative, and operational components of the Office of the Vice President for Student Life. Supports the Student Life Development Officer. Hires, schedules, and supervises student office assistants. Makes purchases to maintain office supplies and equipment needed for office operations. Reconciles p-card transactions for the Office of the Vice President. Works collaboratively with the Executive Assistant to the Vice President of Student Life and also serves in a backup capacity to this position to provide continuity of office operations. Works in close collaboration with Student Life Business Services to ensure both institutional and divisional business policies are followed, and as appropriate, communicated on behalf of Business Services and/or the Vice President, any messages that need to be delivered to the division and/or department heads or supervisors within Student Life. Provides direct support for the Student Life Development Officer which includes, but is not limited to, documenting communication in, and researching details in, the University's donor database. Manages the Development Officer's annual budget with tasks such as researching and maintaining options for best fiscal use of budget funds for donor gifts, purchasing donor gifts, reconciliation of p-card, and processing monthly reports with Student Life Business Services. Assists with organizing meetings with donors and other external partners on behalf of the Development Officer. Provides support for some of the HR functions of the VP's Office, which includes, but is not limited to, updating and maintaining divisional staffing documentation regarding education, years of service at UA, and work history, for each Student Life employee and assisting with updating job descriptions and posting job positions on external websites. Completes required training and promoting a safe, hospitable, and respectful workplace. Reviews required training reports and communicates with department heads on those non-compliant to ensure compliance by any required deadlines Has personal accountability for financial reporting and responsibility for establishing, enforcing, and following internal processes and controls as outlined in UA policies and procedures.


Required Department Minimum Qualifications: High school diploma or GED and five (5) years of administrative experience; OR associate's degree and three (3) years of administrative experience; OR bachelor's degree and one (1) year of administrative experience.


Skills and Knowledge: High proficiency in Microsoft Excel. Reflects initiative, judgment, and professionalism with the many campus stakeholders that this position engages with on a daily basis, including but not limited to students, parents, divisional and institutional colleagues, and donors. Strong communications skills are needed in a variety of settings: in person, over the phone, video conferences, and written communication. Demonstrated commitment to expanding multicultural knowledge, awareness, and skills as evidenced through demonstrating self-awareness; understanding and valuing others; demonstrating knowledge of social inequalities; interacting effectively with people from a variety of backgrounds and experiences.


Preferred Qualifications: Office administration experience. Experience supervising students.


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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