Lead Administrative Assistant

Auburn University; Auburn (AL); On-site; USD 42,000 - 56,000; Full time

Job summary

Auburn University’s Department of Horticulture invites applications for a Lead Administrative Assistant who will be a key member of the administrative team, supporting the Department Head and staff with daily operations in the main office.

The role requires warmth, professionalism, sound judgment, and the ability to manage busy front-desk duties, coordinate meetings, process routine personnel actions, and assist with training of student workers as needed.

Qualifications

• High School Diploma or GED and 6 years of experience in administrative support services.
• Substitutions allowed for experience: education may count toward the experience requirement.

Responsibilities

• Initiate and process routine personnel system actions related to hiring, pay, appointments, separations, and other employment changes.
• Maintain departmental personnel files and records for faculty, staff, and students per university procedures.
• Greet visitors and respond to routine requests, providing helpful assistance and direction.
• Coordinate logistics for departmental meetings, speaker visits, interviews, and related events.
• Prepare and process purchasing requests, vendor vouchers, and related documents; maintain spreadsheets and databases.
• Coordinate Promotion and Tenure materials submission per deadlines.
• Liaise with the Dean’s Office, AU Facilities, AU Mail Services, and other campus services; manage mail and packages.
• Support the use and operation of departmental office equipment.

Skills

Administrative support

Education

High School Diploma or GED

Job description

Overview

The Department of Horticulture is seeking candidates for a Lead Administrative Assistant position. The individual in this position will serve as a key member of the department’s administrative team and will work closely with the Department Head and other administrative office personnel to support departmental operations.
Because this position is located in the main departmental office suite and is frequently the first point of contact for visitors, faculty, staff, students, and campus partners, the successful candidate must consistently demonstrate warmth, friendliness, courtesy, helpfulness, professionalism, sound judgment, and a high level of competence while representing the department.
As the Lead Administrative Assistant, the individual in this role will help coordinate daily administrative office functions, support departmental workflow and priorities, and may assist with training or task direction for part‑time student workers when needed. In all responsibilities, this person will be expected to work effectively with other administrative office personnel, respond to changing priorities, and follow university policies, procedures, and systems.

Please Provide:

• A 1-2 page cover letter and resume using the application attachment feature. The cover letter should specifically address the applicant’s experience related to the essential functions of this position, including experience providing courteous, professional, and helpful service; exercising sound judgment; and managing responsibilities in a busy office or public-facing setting. The cover letter should also explain how that experience qualifies the applicant to be considered for an interview.
• Please also provide three professional references with contact information. Only complete applications will be considered. Salary will be commensurate with education and experience.

Responsibilities

• Accurately and independently initiate and process routine personnel system actions related to hiring, pay, appointments, separations, and other employment changes; maintain departmental personnel files and records for faculty, staff, and domestic and international students in accordance with university procedures; and consult with College Human Resources as appropriate on complex or non-routine matters.
• Coordinate departmental clerical and administrative operations, including office procedures, workflow, and administrative support priorities.
• Serve as the initial point of contact for the main departmental office by greeting visitors warmly and professionally; responding to routine email, phone, and in-person requests; providing helpful assistance or direction; and coordinating with appropriate departmental personnel as needed.
• Coordinate logistics and hospitality arrangements for departmental meetings, invited speaker visits, candidate interviews, workshops, and related activities, including scheduling, room setup, food and beverage arrangements, lodging, travel-related coordination, and communication with faculty, staff, students, visitors, and campus or external partners; assist with departmental communications and outreach materials, including brochures and promotional materials.
• Prepare and process purchasing requests, vendor vouchers, administrative forms, reports, and related documents; maintain spreadsheets, databases, and tracking tools that support departmental business operations, including the reservation schedule, key checkout, and coordination of department-owned vehicles used by faculty, staff, and graduate students for job-related travel.
• Coordinate the preparation, collection, and submission of Promotion and Tenure materials in accordance with applicable faculty deadlines, procedures, and university requirements.
• Serve as departmental liaison with the Dean’s Office, AU Facilities, AU Telecom, AU Access Control, AU Mail Services, express mail providers, and other relevant campus or external service providers as needed; pick up, transport, receive, and distribute departmental mail and packages from the designated mail/package location in the connected building.
• Support the use and operation of departmental office equipment, including copiers, printers, and related equipment.

Qualifications

• High School Diploma or GED and 6 years of experience in administrative support services.

SUBSTITUTIONS ALLOWED FOR EXPERIENCE: Yes, When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Desired Qualifications: Preferred qualifications include a related associate’s or bachelor’s degree from an accredited institution; progressively responsible administrative experience in a university, public-facing office, or similarly complex professional setting; familiarity with Auburn University administrative and financial policies, procedures, and systems; and experience with the AU Banner system, including HR, Finance, and Academic Records.

Why Work at Auburn?

• Life-Changing Impact: Our work changes lives through research, instruction, and outreach, making a lasting impact on our students, our communities, and the world.
• Culture of Excellence:We are committed to leveraging our strengths, resources, collaboration, and innovation as a top employer in higher education.
• We’re Here for You:Auburn offers generous benefits, educational opportunities, and a culture of support and work/life balance.
• Sweet Home Alabama:The Auburn/Opelika area offers southern charm, vibrant downtown scenes, top-ranked schools, and easy access to Atlanta, Birmingham, and the Gulf of Mexico beaches.
• A Place for Everyone: Auburn is committed to fostering an environment where all faculty, staff, and students are welcomed, valued, respected, and engaged.
• Ready to lead and shape the future of higher education? Apply today! War Eagle!

Contract Type

Continuing

Equal Opportunity Compliance Statement

It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. Please visit the Office of Equal Opportunity Compliance's website to learn more.

Posted Date

9/2/2026