Administrative Assistant II - 531034

The University of Alabama; Tuscaloosa (AL); Hybrid; USD 25,000 - 31,000; Full time

Job summary

The University of Alabama is seeking an Administrative Assistant II to support unit operations and coordinate daily administrative tasks. The role handles calls, emails, data entry, and drafting communications on behalf of supervisors.

It also manages P-Card/Concur reconciliations and basic budget monitoring while handling travel arrangements and purchasing functions. The position is eligible for hybrid work under University policy and requires strong organizational and communication skills,

Qualifications

• High school diploma or GED with 2 years of administrative experience.
• Or an associate degree or higher.
• Strong organizational and communication skills.

Responsibilities

• Provide administrative support for unit operations.
• Serve as office liaison and receptionist; manage calls and emails.
• Process budgeting tasks such as P-Card/Concur reconciliation.
• Coordinate travel arrangements for employees.
• Oversee purchases and act as P-Card reconciler.
• Liaise with multiple departments and support staff.

Skills

Organizational skills

Communication skills

Public relations skills

Education

High school diploma or GED + 2 years admin experience

Associate’s degree or higher

Tools

Adobe InDesign

Adobe Photoshop

Job description

Pay Grade/Pay Range

Minimum: $18.46 - Midpoint: $22.16 (Hourly N4)

Department/Organization

200641 - Student Financial Aid & Scholarship

Normal Work Schedule

Monday - Friday 8:00am to 5:00pm

Note to Applicants

Position is eligible for hybrid work subject to University policy.

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

Serves as department's hiring manager for recruitment and hiring process of all new employees. Reviews and approves accuracy of timesheets for monthly and, bi-weekly employees. Coordinates travel arrangements for employees. Completes registration applications and handles hotel/fleet car reservations. Completes employee reimbursement vouchers. Oversees all purchases in the department and serves as the purchasing cardholder as well as the reconciler. Works closely with the budget office to discuss operation, salary, and proposals for the financial aid department. Troubleshoots various complaints from staff members such as computer, printer, fax and telephone problems and contacts the appropriate department to request repairs. Serves as the liaison for various departments including EM Tech Support, Telecommunications, Locksmith/Key Security, Student Services Center Building Rep, and others. Heads the Communications team in the department and directs all changes and updates of documentation and forms along to other team members. Initiates and coordinates production of promotional items for the department. Assists with initial development of concept, creating artwork with various Adobe software, requesting quotes to ensure best price, and print and delivery. Ensures adherence to the visual identity guide and copyright laws for all financial aid promotional items.

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 in the usage of personal computers and standard application software (word processing, spreadsheet and-or database management programs) as well as design software (Adobe software, including InDesign and Photoshop). Good organizational, communication, and public relations skills.

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.