Executive Assistant; College of Arts, Sciences, & Engineering

University of North Alabama; Florence (AL); On-site; USD 40,000 - 55,000; Full time

Job summary

University of North Alabama in Florence, AL seeks an administrative assistant to the dean and office manager to keep the college’s operations running smoothly. You will handle front office tasks, manage calendars, coordinate meetings, and assist students, faculty, staff, and the public through phone, email, and in-person interactions.

The role requires strong organizational and communication skills, supervisory capabilities, and the ability to multitask in a fast-paced environment.

Qualifications

• High school diploma/equivalent is required.
• Bachelor's degree is preferred.
• Five years of related experience is required.

Responsibilities

• Provide administrative support for the college's administrative, main office and staff.
• Manage front office, including screening calls and assisting visitors.
• Coordinate dean’s and associate deans’ activities, scheduling appointments and calendars.
• Schedule chairs’ meetings, prepare minutes and distribute; attend and transcribe notes as needed.
• Prepare materials for college curriculum committees and distribute communications.

Skills

Organizational skills

Verbal communication

Written communication

Multitasking

Attention to detail

Problem solving

Supervisory skills

Education

High school diploma

Bachelor's degree

Job description

This position provides administrative assistance to the dean and serves as the office manager, facilitating all aspects of the administrative office of the college to ensure effective daily operations. This position deals with a variety of people: students, faculty, staff, and the public by way of telephone calls, office visits, and written correspondence, and ensures the uninterrupted flow of information. Sponsorship is not available for this position.

• Provide administrative support for all staff in the college’s administrative, main office;
• Manage front office, receiving/screening phone calls, assisting visitors, etc.;
• Coordinate dean’s and associate deans’ activities, projects, and needs, including scheduling appointments and handling calendars;
• Schedule/coordinate chairs’ meetings and retreats, send reminders, attend to transcribe minutes, and distribute;
• Prepare agenda and materials for college curriculum committee to include utilizing current software, handling communication, and taking/distributing minutes;
• Serve as liaison between the college administrative office and constituent groups;
• Utilize current software for managing room requests for space and approvals;
• Maintain a comprehensive list of college faculty and staff and manage college email listservs;
• Distribute/collect employment and evaluation materials for college faculty/staff in accordance with existing procedures;
• Coordinate information on various reports and requests from chairs and institutional research;
• Assist with college administrative assistant training/mentorship program;
• Handle communication between college administrative office and departments;
• Communicate with students as needed regarding addition to “Lists”, awards, etc.;
• Coordinate materials/communications with alumni, donors, friends, and community members as needed;
• Develop and maintain office procedures and filing systems to ensure maximum efficiencies;
• Lead and maintain the organization of the supply room and inventories;
• Utilize software to access student services, run reports, etc.;
• Coordinate and disseminate college calendar;
• Review and prepare catalog edits, publicity, media displays, etc.;
• Coordinate college van and golf cart reservations;
• Assist with supervision of and assignments for student employees when applicable;
• Monitor and maintain college webpages and email account;
• Serve as building coordinator and report office/building maintenance needs through current work request system;
• Serve on search committees, as requested;
• Perform all other duties as assigned.

ADDITIONAL DUTIES:

To be determined.

• High school diploma/equivalent, required;
• Bachelor's degree, preferred;
• Five years of related experience is required.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

None

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to manage student records in current systems or the ability to learn quickly;
• Supervisory skills;
• High-level verbal and written communication skills to effectively interact and communicate with various levels and populations;
• Organizational skills to manage an office in an efficient manner;
• Ability to screen telephone calls, visitors, and incoming correspondence;
• Ability to file and retrieve information;
• Ability to type and proofread at a high level;
• Ability to adjust to changing office situations and to route calls, emails, written correspondence, and individuals to the most appropriate source for the resolution of issues;
• Ability to think critically, multitask, prioritize, work independently, and use good judgement;
• Ability to travel intermittently to meet with prospectivedonors;
• Dynamic technology skills.