Administrative Associate

Administrative Associate

The Office of Central Advising at Auburn University at Montgomery is accepting applications for an Administrative Associate. The Administrative Associate plays an important role in fulfilling Central Advising's mission by ensuring the front office operates efficiently and effectively. Key responsibilities include scheduling appointments, managing phone and email communications, and maintaining accurate records. Additionally, this position involves coordinating advising events, executing purchasing and reconciliation processes, interfacing with other campus offices to promote student success, and assisting the Director and Associate Director with various administrative tasks. This position reports to the Director of Central Advising. Auburn University at Montgomery reserves the right once interviewing has begun to stop accepting applications. For full consideration upload a cover letter, resume, and a list of at least three professional references.

Front-office Operations (80%)

• Foster a welcoming atmosphere through excellent customer service, ambiance, and positive interactions.
• Oversee daily front-office operations, including processing student forms, opening and closing the office, and maintaining accurate student records.
• Supervise the waiting room and manage scheduling for walk-in and scheduling advising appointments to ensure efficient service.
• Monitor and direct phone calls and email inquiries to the appropriate advisors and departments.
• Coordinate office supply inventory and manage purchase orders as needed.
• Initiate and track maintenance requests using the Track-It system.
• Coordinate Central Advising events, such as workshops, registration fairs, and information sessions. This includes promoting events with the Marketing team and managing room reservations with Conference Services.
• Collect and maintain accurate fiscal and statistical records; assist with report preparation and data entry.
• Prepare, proofread, and/or draft correspondence for supervisory staff.

Enrollment & Retention Support (20%)

• Assist with inquiries sent to View email address on click.appcast.io and View email address on click.appcast.io, following up to ensure timely resolutions.
• Support enrollment and retention initiatives, including call campaigns and proactive outreach to recently admitted and continuing students, and track student responses.
• Act as a liaison between students, advisors, and other departments to facilitate efficient support.

Qualifications

Minimum Qualifications
High school diploma and two (2) years clerical/administrative experience. Relevant education may be substituted for experience requirement.

Preferred Qualifications
Bachelor's Degree and experience working in higher education or academic support services office.

• Ability to learn applicable University practices and procedures
• Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational skills
• Strong problem-solving skills
• Excellent verbal and written communication skills
• Ability to learn university software (Banner, Argos, Advisortrac, CRM Advise, Tigerbuy, etc.).
• Ability to multitask and prioritize in a fast-paced environment.
• Ability to interact effectively with a diverse student and staff population.
• Ability to review materials and identify discrepancies or mistakes
• Ability to handle confidential information with discretion and professionalism.
• Ability to troubleshoot daily office issues independently.

Why Work at AUM?
Located in Alabama's vibrant state capital, Auburn University at Montgomery is a fast-growing university on the rise. Don't just take our word for it: The Princeton Review rates us as one of the best colleges in the Southeast, while U.S. News & World Report recently ranked us No. 22 among regional universities in the South for the quality of undergraduate teaching and 38th among all public institutions in the region.

Equal Opportunity Compliance Statement
AUBURN UNIVERSITY AT MONTGOMERY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. The Office of Human Resources/ Affirmative Action/Equal Employment Opportunity (AA/EEO) strives to ensure an inclusive and equitable working, living, and learning environment for members of the AUM community.