Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)
Department/Organization: 240102 - Intercultural Center
Normal Work Schedule: Monday - Friday 8:00am to 5:00pm
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: Provides confidential high-level administrative support for the Assistant Vice President for University Programming and Engagement. Coordinates the offices. Supervises student staff as needed. Responds to inquiries and requests. Communicates internally and externally. Schedules and plans meetings. Maintains all files, records, and reports. Serves as a liaison for the executive to various stakeholders, including the faculty, staff, students, parents, alumni, donors, and external community members. Resolves operational and administrative issues. Moves quickly within the dynamic work environment. Coordinates and plans meetings, educational programs, and events. Serves as an ambassador of The University of Alabama at assigned University-related functions. Prepares complex reports. Aides programming efforts. Handles all departmental budgets and travel arrangements. Offers tours of the space. Aides in contract approvals. Aides in technology setup. Maintains a warm, welcoming environment. Reports directly to the Assistant Vice President of University Programming and Engagement.
Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
Skills and Knowledge: Ability to work independently, exercise sound judgment, and solve complex problems. Strong organizational skills, attention to detail, and ability to manage multiple projects simultaneously. Ability to handle sensitive information with confidentiality. Maintains a positive and professional demeanor under pressure. Engages effectively with various internal and external stakeholders. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), along with familiarity with social media platforms for marketing and outreach. Strong verbal and written communication skills. Effective note-taking abilities during meetings. Ability to prioritize and manage competing deadlines.
Experience providing complex administrative support at the executive leadership level. Experience within a higher education institution. Familiarity with key internal and external stakeholders relevant to the office’s operations. Knowledge of the Banner system for budget management and student record access. Ability to effectively use cloud storage systems, along with software tools such as Qualtrics, Zoom, Eventbrite and Concur for various administrative and operational tasks. Experience in developing and implementing initiatives and educational programs. Experience working in a fast-paced office environment.
Preferred Qualifications: Master’s degree; OR bachelor’s degree and two (2) years of complex administrative support experience; OR Associate’s degree and four (4) years of complex administrative support experience; OR High school diploma or GED and (6) years of complex administrative support experience. Experience supervising student staff, working with various populations, and management of fiscal responsibility of over $300,000.
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 race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy, age, genetic or family medical history information, disability, protected veteran status, or any other 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. Follow the link below to find out more. "EEO is the Law" Poster
