Administrative Assistant II

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

Department/Organization: 820201 - Student Center Administration

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: The Administrative Assistant will provide high-level administrative support to the Director of the UA Student Center. Manages calendars, coordinates meetings, and arranges travel for UASC team. Prepares correspondence, reports, and meeting materials and supports departmental communications and HR-related processes and procedures.
Serves as the primary financial coordinator for the Student Center. Manages multiple funding sources, including maintaining shadow ledgers and tracking expenditures across several organizations and reserve accounts. Processes financial transactions and prepares monthly and ad hoc financial reports for leadership. Coordinates billing processes, resolves discrepancies, and maintains strong vendor relationships.
Additionally, the position will support the overall operations of the UA Student Center. Coordinates administrative logistics for programs, events, trainings, and retreats, including support for passive programming initiatives and information desk operations. Assists with departmental communications through social media, digital signage, and other platforms, ensuring timely and accurate dissemination of information (in coordination with primary content owners). Assists with facility-related needs such as work orders, reservations, and event setup coordination as needed. Supports data tracking and reporting related to Student Center usage and student engagement initiatives.

The University of Alabama Student Center serves as the primary community center for Student Life. The Student Center hosts programs, provides services, and maintains facilities to enhance the campus life experience for students and members of the University community. The Student Center is a large, multi-purpose facility that supports a wide range of activities and services, including event and meeting spaces, dining locations, retail operations, and administrative offices. The department provides coordination for facility operations, event and program support, communications, and business services to meet the needs of a high-volume, dynamic environment. The Student Center supports student engagement by providing spaces, services, and programs that foster involvement, connection, and campus community.

Responsible for completing required training and promoting a safe, hospitable, and respectful workplace. 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 Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate's degree or higher.

Skills and Knowledge: Knowledge of administrative and office management practices, as well as basic accounting and financial processes, including budgeting, reconciliation, and reporting. Ability to interpret and apply university policies and procedures related to finance, human resources, and operations. Strong organizational, time management, and problem-solving skills, with the ability to manage multiple priorities and maintain accuracy in a fast-paced environment. Effective written and verbal communication skills and the ability to work both independently and collaboratively. Ability to handle confidential information with discretion. Proficiency with Microsoft Office and other administrative systems. Commitment to customer service and supporting a student-centered environment.

Demonstrates commitment to supporting all students.

Preferred Qualifications: Master's degree; OR bachelor's degree and two (2) years of complex administrative support experience; OR Associate's degree and four (4) years of complex administrative support experience; OR High school diploma or GED and (6) years of complex administrative support experience. Experience supervising student staff, working with 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 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.
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