Administrative Assistant - 005351

University of South Alabama; Mobile (AL); On-site; USD 36,000 - 48,000; Full time

Job summary

The University of South Alabama's Business Office is seeking an Administrative Assistant to support the Vice President and Associate Vice President of Finance. Responsibilities include coordinating conferences, preparing background materials, recording minutes, handling mail, and composing routine letters.

Requires a high school diploma or equivalent with five years of administrative experience. Strong organizational and communication skills are essential for daily calendar management and travel

Qualifications

• High school diploma or equivalent with five years of admin experience.
• Equivalent combination of education and experience may be considered.
• Strong organizational and written/oral communication skills.

Responsibilities

• Acts as personal assistant to the Vice President and Associate Vice President of Finance for a unit of extensive scope.
• Coordinates conferences: space, time and logistics, and informs participants.
• Records minutes as secretary at meetings and distributes final versions.
• Receives, screens and reviews incoming mail and drafts routine replies.
• Prepares materials for supervisor public speaking engagements.
• Maintains calendars, schedules appointments, and arranges travel and lodging.
• Researches and analyzes complex reports as directed.
• May supervise and train secretarial staff as needed.
• Answers phones, greets visitors, and routes inquiries.
• Regular attendance and overtime as required.

Skills

Administrative experience

Secretarial experience

Calendar management

Communication skills

Research and drafting

Education

High school diploma or equivalent

Job description

Posting Details

Position Information

Position Number: 005351

Position Title: Administrative Assistant - 005351

Division: Finance and Administration

Department: 172100 - Business Office

Minimum Qualifications: High school diploma or equivalent and five years of progressively responsible administrative and secretarial experience. An equivalent combination of education and experience may be considered.

Job Description Summary: The University of South Alabama’s Business Office is seeking to hire an Administrative Assistant. Interested candidates should apply to be considered.

Essential Functions

• Serves as the personal assistant to the Vice President and Associate Vice President of Finance with responsibility for a major academic or operational unit of extensive scope and complexity.
• Makes arrangements for conferences including space, time and place.
• Informs participants of topics to be discussed and researches and provides necessary background information.
• Serves as the recording secretary at conferences taking official minutes, prepares minutes in final form for distribution.
• Receives, screens and reviews incoming mail.
• Composes and signs replies to inquiries not requiring the personal attention of the supervisor, independently composes and signs various letters for the supervisor.
• Researches and develops materials for use in the supervisor’s public speaking engagements.
• Maintains calendars and arranges various appointments at own discretion, schedules the supervisor’s itinerary and makes travel and hotel reservations in accordance with University policies.
• Researches, prepares and assists in analyzing complex reports as directed.
• May supervise and train secretarial and clerical employees in carrying out assignments.
• Serves as receptionist and answers telephones.
• Screens, greets, announces and routes visitors.
• May take and transcribe dictation or transcribe from dictating equipment.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime as required.
• Related duties as required.

Posting Information

Number of Vacancies: 1

Job Open Date: 10/01/2026

Open Until Filled: Yes

Working Days: Monday - Friday

Working Hours: 8:00 a.m. - 5:00 p.m.

Job Location: Main Campus

Full-time or Part-Time: Full Time

Regular or Temporary: Regular

Supplemental Questions

1. * Are you at least 18 years of age?
   • Yes
   • No
2. * Do you have a legal right to work in the United States?
   • Yes
   • No
3. * The University of South Alabama typically does not sponsor individuals for staff positions. Will you now or in the future require sponsorship for employment visa status?
   • Yes
   • No
4. * What is the highest level of education you have completed?
   • Less than High School
   • High School Diploma or equivalent
   • Associates Degree
   • Bachelors Degree (or will obtain within 6 months)
   • Masters Degree (or will obtain within 6 months)
   • Terminal Degree (or will obtain within 6 months)
5. * How many years of related experience do you have?
   • Less than 1 year
   • Between 1 - 3 years
   • Between 3 - 5 years
   • Between 5 - 7 years
   • More than 7 years
6. * How did you hear about this position?
   • USA website
   • LinkedIn
   • Zip Recruiter
   • Indeed
   • HigherEd Jobs
   • Alabama Career Center / Alabama Works
   • Facebook
   • Word of mouth
   • Other

Applicant Documents

Required Documents

Optional Documents

1. Resume
2. Cover Letter

The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.

EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.

Annual Security and Fire Safety Report The University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at: http://www.southalabama.edu/departments/police/resources/fireandsafetyreport.pdf. You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.

Equal employment opportunity, including veterans and individuals with disabilities.

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