STAFF ASSISTANT, CURRICULUM & INSTRUCTION and HUMAN SCIENCES

VetJobs; Huntsville (AL); On-site; USD 30,000 - 45,000; Full time

Job summary

The University of Alabama is seeking a Staff Assistant to provide administrative and secretarial support for the Department of Curriculum and Instruction and the Division of Human Sciences in Huntsville, AL. The role covers class scheduling, hiring support, budgeting, and office management across both units.

Responsibilities include managing communications, processing contracts and travel, and coordinating departmental events.

Qualifications

• High school education or equivalent required.
• 1-3 years of full-time verifiable secretarial or administrative work experience.
• Proficient with Microsoft Office Suite, particularly Excel.
• Strong people skills and excellent written and oral communication skills.
• Must be able to work on campus; not typically eligible for remote work.

Responsibilities

• Serves as initial point of contact for students, faculty, staff, and other stakeholders.
• Provides administrative and clerical support for the chair and director and faculty in all departmental activities.
• Familiar with departmental, college, and university policies; provides guidance on policies and procedures.
• Composes, proofs, edits, and prepares correspondence and reports; manages databases as needed.
• Performs other tasks and participates in departmental projects as assigned.
• Enters detailed class and instructor information into the scheduling system each semester.
• Prepares semesterly part-time instructor payment contracts and ePAFs.
• Monitors and reconciles department budget and prepares year-end projection reports monthly.
• Reconciles department P-card(s) monthly and prepares Professional Services contracts.
• Assists with travel arrangements and post-travel reimbursements for faculty.

Skills

Microsoft Office

Excel

People skills

Written & verbal communication

Education

High school diploma or GED

Bachelor's degree

Tools

Banner/Oracle

Google Workspace

Graphic design

Adobe Acrobat Pro

Canva

Job description

Job Description

The Staff Assistant will provide administrative and secretarial support for the Department of Curriculum and Instruction and the Division of Human Sciences. The incumbent assists the chair, director, and faculty with class schedules, faculty and student hiring, book orders, office hours schedules, and other academic‑related tasks, as well as managing expenditures and budgeting for both units.

The Staff Assistant will provide administrative and secretarial support for the Department of Curriculum and Instruction and the Division of Human Sciences. The incumbent assists the chair, director, and faculty with class schedules, faculty and student hiring, book orders, office hours schedules, and other academic‑related tasks, as well as managing expenditures and budgeting for both units.

Responsibilities Include

GENERAL

• Serves as initial point of contact and support for students, faculty, staff, and other stakeholders.
• Provides administrative and clerical support for the chair and director and faculty in all departmental activities.
• Is familiar with departmental, college, and university policies and procedures and provides guidance to departmental faculty and staff on policies and procedures.
• May compose, proofread, edit, and prepare correspondence, reports, and other materials, including email correspondence and databases, as directed.
• Performs other tasks and participates in departmental projects as assigned.

ACADEMIC SUPPORT

• Assists faculty with book orders, photocopying, posting of office hours schedules, recording of syllabi, and other academic‑related tasks.
• Enters detailed class and instructor information into the scheduling system each semester.
• Prepares semesterly part‑time instructor payment contracts and ePAFs.

BUDGET

• Monitors and reconciles department budget and prepares year‑end projection reports monthly.
• Reconciles department P‑card(s) monthly.
• Prepares Professional Services contracts.
• Procures needed equipment and supplies through P‑card, requisition, or other approved purchasing processes.
• Assists faculty with all aspects of university travel, including preparing travel authorizations, purchasing flights/registrations/rental vehicles, and preparing post‑travel reimbursement vouchers.

PERSONNEL

• Supports the recruitment of new faculty by arranging travel, scheduling events, managing search paperwork, recording applications, and initiating onboarding processes.
• Manages and maintains organized, confidential instructor employment files.
• Assists with the hiring, training, and supervision of work‑study or student workers.

OUTREACH

• Manages department social media accounts.
• Assists with preparation and distribution of departmental newsletter.
• Coordinates departmental events, both recurring and special.
• Assists with creation of departmental marketing materials (involving basic design, content verification and/or recommendation, coordination with the Office of Marketing, and printing).
• Provides basic editing of department webpages (training to be provided).

FACILITIES & OPERATIONS

• Submits work order requests for the department.
• Maintains and organizes departmental supply and equipment inventories.
• Sorts and distributes department mail as needed and coordinates bulk mailings.

Minimum Requirements

• High school education or equivalent
• 1-3 years of full-time verifiable secretarial or administrative work experience
• Proficient with Microsoft Office Suite, particularly Excel
• Must possess strong people skills and excellent written and oral communication skills
• Must be able to work on campus (this position is not typically eligible for remote work)

Preferred Qualifications

• Bachelor's degree
• Work experience in a higher education setting
• Experience with any of the following is preferred: Banner or Oracle, Google Workspace, graphic design, Adobe Acrobat Pro, Canva

Minimum Education Required

High School/GED

Preferred Education

High School/GED

City

Huntsville

State

Alabama

Job Category

Educational Services

Job Code

Administrative_Assistant Clerical

Affiliate Sponsor

The University of Alabama

Salary Range

$30,000-$45,000