Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)
Department/Organization: 870601 - Veterans/Military Affairs
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: Assists with the management of several budget lines, financial reconciliation, P-Card processing, HR management, database management, event registration systems, and program and clerical support for department and assigned student groups for the office of Veteran and Military Affairs (VMA). Acts as the first point of contact for all students, existing and new, as well as all visiting parents and dignitaries. Acts as point of contact for all concerns and issues with the university and the Veterans Administration. Oversees all purchasing, office inventory, personnel actions forms, student hiring and scheduling, and position descriptions and recruitment. Responds to routine questions concerning veteran benefits. Provides high level support to the Director of Veteran and Military Affairs and other staff members, relieving other staff of a wide variety of administrative functions. Arranges conferences, seminars, appointments, and maintains calendars for all staff. Monitors financial accountability and reporting as well as establishing, enforcing, and following internal processes and controls outlined in all UA and VA policies and procedures. Handles phone calls from faculty, staff, students and family members about services provided by Veteran and Military Affairs. Completes required training related to UA policies/procedures and laws/regulations that create a more hospitable and respectful workplace and safer work environment. Has personal accountability for financial reporting and responsibility for establishing, enforcing, and following internal processes and controls as outlined in UA policies and procedures.
Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
Additional Required Department Minimum Qualifications: Must be trained and become qualified as a School Certifying Official in order to maintain access to the VA ONCE system and have authority to hire VA Work Study employees. Must be able to travel to conferences to remain current and expand knowledge base on VA benefits and certification.
Skills and Knowledge: Excellent verbal and written communication skills. Knowledge and ability to use various computer software programs including Microsoft Word, Excel, and Power Point. Ability to work in a fast pace office and manage people. Demonstrated commitment to serving all students. Ability to multi-task, prioritize, and manage complex systems while adhering to UA and VA policies and procedures as well as applicable state and federal laws.
Preferred Qualifications: Bachelor's degree. Budgeting experience. Demonstration of excellent customer service skills and ability to multitask effectively. Knowledge of Banner, P-Card/Concur, Buy Bama, VA ONCE, and On Base. Experience with financial management and budget reconciliation.
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
