Administrative Assistant

Job no: 504232

Department: Access, Connections, and Engagement

Work type: Staff Full-time Non-Exempt

Location: Alabama

Categories: Administrative - Clerical

The Administrative Assistant will provide administrative support to the Vice President of Access, Connections, and Engagement on a wide range of activities, manage logistics for various programs and events, develop promotional materials, collect and track data, and coordinate with others on and off campus partners related to Access, Connections, and Engagement activities, events, and initiatives.

• Manage the Vice President's calendar and daily workflow, including public interactions via phone and in-person.
• Proactively respond in a professional and timely manner to general inquiries and serve as a resource and main point of contact for stakeholders, officials, students, faculty, staff, campus partners, internal and external constituents, and the campus community.

• Create, develop, compose, review, and edit letters, memorandums, and other related documents, and prepare and generate various reports as assigned.
• Schedule appointments, schedule meetings, and prepare agendas for recording, drafting, and distributing meeting minutes for committee meetings.
• Manage and coordinate scheduling of events, prepare and distribute materials, coordinate vendor support and event logistics (e.g., invitations, arranging speakers, refreshments, and providing reception support, as needed).
• Read, analyze, and interpret incoming emails, mail correspondence, inquiries, and various reports.
• Use independent and sound judgment with respect to matters of significance in the management and coordination of assigned job duties and tasks on behalf of the Vice President; interpret and apply judgment as to which issues should be brought to the Vice President for review and action.
• Review, gather information, reconcile, and maintain a balanced budget.
• Manage and coordinate Human Resources-related paperwork (including ePAFs), reconcile P-card transactions, and ensure all invoices are paid on time.
• Process all departmental reimbursements, inclusive of, but not limited to, travel, budget transfers, miscellaneous reimbursement vouchers, processing requisitions, etc.
• Manage and maintain an electronic filing system, establishing methods for retrieval of data in electronic and paper format.
• Manage and maintain confidential records, reports, and other pertinent documentation for filing.
• Assist with the implementation of initiatives, record, collect, and gather data, and track evaluation of data regarding programs, training sessions, and activity records.
• Assist in the management and maintenance of the departmental website and provide social media support.

• Bachelor's degree or an equivalent combination of education and experience.
• 3-5 years of full-time, verifiable professional administrative work experience or an equivalent combination of education and experience.
• Must be proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Adobe Acrobat.
• Must have accounting and/or budgeting skills with a high level of attention to detail and accuracy.
• Demonstrated expertise in interacting with individuals of many diverse backgrounds.
• Must be able to maintain confidentiality.
• Must possess excellent written and verbal communication skills.
• Must be able to work flexible hours as needed or requested, including occasional evenings and weekends.

• A bachelor's degree is preferred.
• Previous experience in a university or college setting is desired.

$40,000 - $43,050

Please note, job openings are posted for a minimum of three (3) business days and may be removed from the job posting board and filled any time after the minimum posting period has ended.

The University of Alabama in Huntsville is an equal opportunity employer (EOE), including an EOE of protected veterans and individuals with disabilities.