Administrative Assistant II - 530513

Job Description

Job Description

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

Department/Organization: 150101 - President Office

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:  This position is the receptionist for the President’s Office, greeting and assisting guests, answering calls and emails, and responding to requests for assistance. Additionally, the position is responsible for clerical duties of the President’s Office, including ordering supplies, using Concur for expense reports and invoices, managing conference room scheduling, preparing correspondence, etc. The position is also responsible for providing administrative assistance to the Assistant Vice President for Presidential Operations. This includes scheduling appointments and meetings, arranging travel, and preparing expense reports through Concur, as necessary. The successful candidate should enjoy interacting with the public and foster an environment of professionalism and hospitality befitting The University of Alabama and the president. The successful candidate will be an excellent communicator and able to use discretion and maintain confidentiality. The successful candidate will be highly responsible and will work quickly, accurately and efficiently.

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

Skills and Knowledge:  Microsoft Office suite skills (Word, Excel, Outlook, etc.). Ability to learn and utilize University endorsed software and programs (Concur, Box, Adobe Suite, BuyBama, etc.) and web-based programs and applications. Attention to detail. Problem-solving skills. Ability to handle several tasks simultaneously. Strong organizational and planning skills. Excellent verbal and written communication skills. High degree of professionalism. Ability to work well with internal and external constituents. Ability to use discretion and maintain confidentiality. Ability to display a positive and professional demeanor, even under stressful or challenging circumstances. Ability to work both quickly and accurately. Strong task-management skills and ability to pivot quickly between tasks without compromising accuracy and completeness. Exemplary judgment to know when to ask for help and when to complete tasks independently.

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 any 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. More information is available in the EEOC’s Know Your Rights: Workplace discrimination is illegal poster.

The University of Alabama affirms its longstanding commitment to institutional neutrality, free speech, and academic freedom.