Administrative Assistant

Job no: 504232 | Department: Access, Connections, and Engagement | Full-time Non-Exempt Staff position located in Alabama

Purpose of the Position

The Administrative Assistant will provide administrative support to the Vice President of Access, Connections, and Engagement on a wide range of activities, manage logistics for various programs and events, develop promotional materials, collect and track data, and coordinate with on- and off-campus partners related to Access, Connections, and Engagement activities, events, and initiatives. Manage the Vice President's calendar and daily workflow, including public interactions via phone and in-person. Proactively respond in a professional and timely manner to general inquiries and serve as a resource and main point of contact for stakeholders, officials, students, faculty, staff, campus partners, internal and external constituents, and the campus community.

Responsibilities

• Create, develop, compose, review, and edit letters, memorandums, and other related documents, and prepare and generate various reports as assigned.
• Schedule appointments, meetings, and prepare agendas for recording, drafting, and distributing meeting minutes for committee meetings.
• Manage and coordinate scheduling of events, prepare and distribute materials, coordinate vendor support and event logistics (e.g., invitations, arranging speakers, refreshments, and providing reception support, as needed).
• Read, analyze, and interpret incoming emails, mail correspondence, inquiries, and various reports.
• Use independent and sound judgment with respect to matters of significance in the management and coordination of assigned job duties and tasks on behalf of the Vice President; interpret and apply judgment as to which issues should be brought to the Vice President for review and action.
• Review, gather information, reconcile, and maintain a balanced budget.
• Manage and coordinate Human Resources-related paperwork (including ePAFs), reconcile P-card transactions, and ensure all invoices are paid on time.
• Process all departmental reimbursements, inclusive of, but not limited to, travel, budget transfers, miscellaneous reimbursement vouchers, processing requisitions, etc.
• Manage and maintain an electronic filing system, establishing methods for retrieval of data in electronic and paper format.
• Manage and maintain confidential records, reports, and other pertinent documentation for filing.
• Assist with the implementation of initiatives, record, collect, and gather data, and track evaluation of data regarding programs, training sessions, and activity records.
• Assist in the management and maintenance of the departmental website and provide social media support.

Requirements

• Bachelor's degree or an equivalent combination of education and experience.
• 3-5 years of full-time, verifiable professional administrative work experience or an equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Adobe Acrobat.
• Accounting and/or budgeting skills with a high level of attention to detail and accuracy.
• Demonstrated expertise in interacting with individuals of many diverse backgrounds.
• Ability to maintain confidentiality.
• Excellent written and verbal communication skills.
• Ability to work flexible hours as needed or requested, including occasional evenings and weekends.

Preferred Qualifications

• A bachelor's degree is preferred.
• Previous experience in a university or college setting is desired.

Pay

$40,000 - $43,050