Executive Assistant; Academic Affairs

University of North Alabama; Florence (AL); On-site; USD 42,000 - 65,000; Full time

Job summary

University of North Alabama seeks an experienced administrative professional to support the Deputy Provost and the Associate Provost for Academic Excellence. The role ensures smooth execution of initiatives, coordinating with divisional staff and campus partners to maintain alignment and efficient service across the division.

The position emphasizes calendar management, meeting coordination, budget processing, and responsible handling of confidential records.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree preferred for additional qualification.
• Minimum of three years of administrative or related experience required.
• Experience in higher education is preferred.

Responsibilities

• Provide comprehensive administrative and operational support including complex calendar management and meeting coordination.
• Support governance activities with scheduling, agendas, documentation, and minutes.
• Assist with budgets across multiple funding sources and ensure compliance with policies.
• Coordinate grants and funded initiatives timelines and reporting.
• Process financial transactions and maintain audit-ready records.
• Serve as liaison with vendors and service providers; manage contracts and invoices.

Skills

Calendar management

Budget tracking

Executive communication

Vendor liaison

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office

Job description

This position provides comprehensive administrative and operational support to the Deputy Provost and the Associate Provost for Academic Excellence, ensuring smooth execution of the initiatives and key functions under their leadership across the division. The role partners closely with other divisional administrative staff to ensure alignment, continuity, and seamless service across the division.

Sponsorship is not available for this position.

• Provide comprehensive administrative and operational support, including complex calendar management, meeting coordination, deadline tracking, and preparation of materials and briefings;
• Provide administrative support for shared governance and advisory committees, including scheduling, agenda development, documentation, and minutes;
• Provide administrative support for complex budgets across multiple funding sources, including operating funds, grants, and contracts;
• Assist with budget tracking, reconciliation, and supporting documentation to ensure expenditures align with university policies and applicable grant or contract requirements;
• Coordinate administrative aspects of grants and funded initiatives, including timelines, reporting requirements, and communication with other campus partners;
• Process financial transactions (requisitions, payments, reimbursements, and transfers) and maintain organized, audit-ready documentation and records;
• Serve as an administrative liaison with vendors, consultants, and service providers, including contract routing, documentation management, and invoice coordination;
• Serve as a primary point-of-contact for senior leaders within the division and manage communication/requests with professionalism, discretion, and timely follow-through;
• Exercise independent judgment in prioritizing requests, escalating issues as appropriate, and redirecting matters to the correct offices;
• Liaise effectively with faculty, deans, department chairs, staff, students, and external partners to support efficient coordination, problem resolution, and service delivery;
• Support office efficiency by standardizing workflows, maintaining tracking systems/templates, and proactively addressing bottlenecks to ensure consistent and timely execution;
• Maintain confidential electronic and physical records, ensuring accurate filing, version control, and appropriate retention of materials;
• Manage office communications and visitors, including responding to routine inquiries, triaging requests, and resolving matters that do not require higher-level attention;
• Support office operations, including supply inventory, equipment coordination, and maintenance or repair requests;
• Exercise independent judgment in prioritizing requests, escalating issues as appropriate, and redirecting matters to the correct offices;
• Perform all other duties as assigned.

ADDITIONAL DUTIES:

To be determined.

• High school diploma/equivalent is required;
• Bachelor's degree is preferred;
• Minimum of three years of administrative or related, professional experience is required;
• Experience providing administrative or other professional support within higher education, preferred.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

None