Administrative Assistant II-Part-time

University of Montevallo; Montevallo (AL); On-site; USD 20,664 - 27,552; Part time

Job summary

The University of Montevallo is seeking a part-time Administrative Support Specialist to assist the TRIO - Student Support Services director and staff. This 28-hour-per-week grant-funded role focuses on front-desk reception, scheduling, budgeting, and records management on campus.

Responsibilities include receptionist duties, supervising student workers, managing budgets and purchases, maintaining files and databases, arranging travel, drafting correspondence, and supporting grant reporting and

Qualifications

• High school diploma or GED required.
• 1 year of experience in a similar environment.
• Strong knowledge of office procedures and computers.
• Experience in office management and general clerical work.

Responsibilities

• Serve as receptionist and route calls and information.
• Recruit, hire, supervise, and schedule student workers.
• Maintain budget expenditures and coordinate purchasing and audits.
• Establish and maintain student files and enter data into databases.
• Make travel arrangements and prepare travel forms.
• Prepare correspondence and monthly/annual reports.
• Attend staff meetings and record minutes.

Skills

Office management

Clerical work

Customer service

Education

High school diploma or GED

Tools

Microsoft Office

Job description

The purpose of this position is to provide administrative support to the Director and staff of TRIO -Student Support Services. This is a grant-funded position working 28 hours per week.

• Serve as a receptionist; receive telephone calls and visitors; route calls and/or provide information; make calls as necessary; confirm appointments for directors and staff; maintain appointments for directors and staff and students on the master calendar at the front desk and record appointments on electronic calendar available to each staff on personal computers.
• Recruit, hire, supervise, assign, and schedule student workers.
• Maintain all budget expenditures for TRIO - Student Support Services; type and process purchase requisitions; maintain appropriate inventory of office supplies; serve as liaison to the Accounting Office regarding issues related to purchasing, staff travel/reimbursements, and yearly audits.
• Establish and maintain departmental and individual student files by creating a database and printed copies; enter student information into the student database; prepare and assemble participant information into individual student folders.
• Maintain records, leave, and time sheets for students and staff; process paperwork for employment of new personnel.
• Make travel arrangements for directors and staff; establish and confirm reservations; prepare travel and vehicle request forms; complete travel expense/reimbursement forms.
• Prepare and compose correspondence and letters for directors and staff needed.
• Assist in preparing and typing monthly semester, and yearly performance reports; provide feedback and input regarding sections of grant proposals; type various reports for staff as needed.
• Assist with priority registration of students.
• Participate in departmental staff meetings and keep a record of meeting minutes.
• Maintain and schedule repair of office equipment.
• Perform other duties as outlined by the director.
• Receive and distribute incoming mail; handle electronic correspondence.
  

Additional Duties

Essential Job Duties are intended to be examples of duties and are not intended to be all-inclusive. There will be other duties as assigned. The individual holding this position will serve as a representative of the University and, as such, shall promote a positive impression by demonstrating a collegial and professional customer-service approach at all times.

Knowledge, Skills and Abilities

• Excellent knowledge of office procedures and computers;
• Experience in office management and general clerical work.

Education and Experience

The educational requirement for this position is: High school diploma/ GED
Education substituted for experience? No
This position requires: 1-year experience in a similar environment
Experience substituted for education? No

Licenses, Certification or Registrations

None

Environmental Working Conditions

Travel Requirements

Number of Vacancies

Desired Start Date

Physical Requirements

The physical activities required for this position involve:
Walking: Under 1/3 of the time; sitting: Up to 2/3 of the time; talking or hearing: Over 2/3 of the time.
This position requires lifting:
None
This position has the following special vision requirements:
No special vision requirements.

Open Date

Open Date 05/12/2026

Close Date

Open Until Filled Yes

Special Instructions to Applicants

Additional Statement

The University of Montevallo does not discriminate against job applicants based on their national origin or citizenship or immigration status. Because of the costs associated with visa sponsorship/transfer, the University typically will not sponsor applicants for a work visa or transfer of an existing visa. No commitment for visa assistance and/or sponsorship can be made until a thorough search is conducted, including a proper and methodical review of all applicants.