Administrative Assistant II - 530795

Job Description

Job Description

Pay Grade/Pay Range:   Minimum: $18.46 - Midpoint: $22.16 (Hourly N4)

Department/Organization:  860101 - Blackburn Institute

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 covers several key office functions:

Front Office Administration and Public Interaction: Perform general secretarial and administrative duties, including serving as front office reception, answering phones, and responding to general inquiries. Be knowledgeable of Institute's programs in order to respond appropriately to the wide variety of Blackburn constituents. Communicate directly with prospective students and volunteers during student selections.

Fiscal Management: Provide budget maintenance and oversight for multiple sources of revenue, track expenses in real time, produce financial reports, manage billing, and reconcile credit card statements. Act as a financial delegate for departmental staff. Execute vendor registration, department contracts, invoices, and professional services agreements.

Staff Support: Assist the Executive Director by maintaining calendars and preparing and editing correspondence for a variety of audiences. Provide functional guidance for student assistants in preparation for events and routine tasks.

Program and Event Support: Make facility reservations, oversee event logistics, organize catering, plan travel, and manage program calendars.

Advisory Board Support: Coordinate routine correspondence with advisory board members on behalf of the Executive Director to include dues statements, meeting agendas and minutes, event invitations, and stewardship letters.

Technology Support: Update advisory board information on all platforms, including Access, Qualtrics, Blackburn Connect, Qualtrics, and the Institute's website. Produce reports to meet a variety of needs and extract data on demand basis for a variety of internal and external audiences.

Training Compliance: Responsible for completing required training and promoting a safe, hospitable, and respectful workplace. Responsible for holding staff accountable for completion of required training.

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

Skills and Knowledge:  Excellent customer service skills. Knowledge of database management and maintenance. Must be able to multi-task. Must have a general knowledge of all Institute activities to respond appropriately to questions from multiple constituencies. Written communications must be accurate, current, and complete in every detail. Oral communications must be customer-service friendly, keeping political and institutional implications in mind at all times.
Demonstrated commitment to supporting all students.

Preferred Qualifications:  Knowledge of Banner Accounting Systems and University P-Card systems.

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.