Administrative Assistant II - Regular Part-time (Benefits eligible)

The University of Alabama; Tuscaloosa (AL); Hybrid; USD 25,000 - 30,000; Part time

Job summary

The University of Alabama, Institute for Social Science Research (ISSR), is seeking an Administrative Assistant II to support operations, manage communications, and maintain records. The role includes coordinating schedules, handling executive communications, and assisting with budget-related tasks, while aligning with university policies on hybrid work.

Ideal candidates will have a strong background in Microsoft 365, calendar management, and professional written and oral communication, with a

Qualifications

• Requires high school diploma or GED or associate degree, with 2 years administrative experience.
• Preferred: Bachelor’s degree in any field.
• Experience supporting executives or leaders in a university or similar environment is a plus.
• Familiarity with AI tools like Copilot in office settings is beneficial.

Responsibilities

• Provide administrative support for unit operations.
• Serve as office liaison for calls, emails, and guests.
• Manage the Director's calendar and inbox; prepare for meetings.
• Track commitments, deadlines, and follow-ups; prepare weekly briefs.
• Process budget monitoring and P-Card/Concur reconciliations as needed.

Skills

Outlook calendar management

Inbox triage

Professional communication

Organization & tracking

Confidential handling

Microsoft 365 suite

AI-assisted drafting

Education

Bachelor's degree preferred

High school diploma or GED

Tools

Microsoft Outlook

Teams/SharePoint/OneDrive

Job description

Pay Grade/Pay Range:Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)

Department/Organization:204671 - Institute for Soc Sciences Res

Normal Work Schedule:Monday - Friday; 20 hours/week

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:The Institute for Social Science Research (ISSR) is The University of Alabama's hub for interdisciplinary social science research, supporting a fast-paced portfolio of funded projects and partnerships with federal, military, industry, nonprofit, and community organizations. This position serves as the coordination partner to the Center by managing the Director's calendar and inbox, preparing the Director for meetings and decisions, tracking commitments and follow-ups, and producing a weekly executive brief.

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

Skills and Knowledge:Advanced proficiency with Microsoft Outlook calendar management, including delegate access and coordination of meetings across multiple parties. Ability to triage a high-volume inbox and distinguish urgent, important, delegable, and informational communications. Excellent professional written and oral communication suitable for correspondence with senior University leaders, government partners, and external stakeholders. Exceptional organization and demonstrated systems for tracking commitments, deadlines, and follow-ups. Sound independent judgment; ability to prioritize competing demands in a fast-paced environment and anticipate needs rather than await instruction. Discretion in handling confidential personnel, research, and partnership information. Proficiency with Microsoft 365, including Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint. Demonstrated willingness and ability to use University-approved productivity and AI tools to summarize documents, draft routine communications, and organize information, with sound judgment regarding accuracy verification and information that may not be entered into unapproved systems.

Preferred Qualifications:Bachelor's degree in any field. 3+ years of experience supporting executives or leaders in a university, research, healthcare, legal, or comparable complex professional environment. Demonstrated ownership of an executive's calendar and inbox in Microsoft Outlook. Experience preparing executive summaries, briefings, or meeting materials for senior leaders. Professional experience using generative AI tools, such as Microsoft Copilot, responsibly in an office setting. Familiarity with University systems and administrative structures.

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’sKnow Your Rights: Workplace discrimination is illegalposter.

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