Administrative Assistant

Position Details

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Position Information

Position Title
Administrative Assistant

Status
Full Time

Job Summary

The Pathobiology Administrative Assistant provides comprehensive administrative, clerical, and operational support to the Department of Pathobiology. This role ensures smooth daily operations by managing communications, coordinating department processes, supporting faculty, staff, and students, and maintaining accurate records and financial documentation. The position requires strong organizational skills, exceptional attention to detail, professional communication, and the ability to manage multiple tasks in a dynamic academic environment.

Essential Job Duties

• Prepare, type, and edit departmental letters, reports, and official documents.
• Maintain organized filing systems, including purchase requisitions, check requests, institutional vouchers, invoices, correspondence, and student records.
• Respond to phone inquiries, provide accurate information, and direct calls to appropriate personnel.
• Coordinate and schedule meetings, conferences, workshops, interviews, orientations, and departmental events.
• Maintain inventory for office and laboratory equipment; order supplies as needed.
• Manage incoming and outgoing mail and deliveries.
• Prepare and process purchase requisitions, check requests, receive tickets, and vouchers.
• Track and follow up on payments to vendors and collaborating institutions.
• Assist with managing departmental budgets, accounts payable, and accounts receivable.
• Process invoices, expense reports, and departmental financial documentation.
• Maintain accurate records to ensure on-time payments and adherence to budget guidelines.
• Maintain and update graduate and undergraduate student records throughout the academic year.
• Assist students, parents, and faculty by providing accurate information regarding departmental and university procedures.
• Refer students to appropriate offices or support services when needed.
• Prepare documents and reports for the Department Head and leadership team.
• Communicate professionally with clients, faculty, staff, students, and external partners.
• Ensure accuracy and confidentiality of all electronic and physical records.

Qualifications (Education, Experience and Specialized Training)

• High school diploma or GED.
• Experience with administrative systems in various platforms.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, and related office software.

Additional Desirable

Qualifications:

• Experience supporting academic programs, faculty, or university departments.
• Prior experience coordinating departmental logistics.

Physical Demands

Skills and Attributes

• Familiarity with budgets, purchasing workflows, and academic administrative operations.
• Ability to multitask, prioritize, and meet deadlines in a busy academic environment.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Demonstrated accuracy in financial documentation and record-keeping.
• Professional demeanor and commitment to high-quality faculty and student's service.
• Must possess interpersonal and communication skills to work effectively with faculty, staff, and students in a collegial and diverse team environment

Posting Detail Information

Posting Number
S1004

Will this position required travel?

NO

Will this position required night, weekend, and after hour work?

NO

Will this positon be supported using grants or contract funding?

NO

Number of Vacancies
1

Desired Start Date

Position End Date (if temporary)

Open Date
06/04/2026

Close Date
08/31/2026

Open Until Filled
No

Special Instructions Summary

Each applicant, including all current employees, must complete and submit the following documents:

• Tuskegee University employment application
• Cover Letter
• Resume/CV
• Recommendation letters
• Copies of unofficial transcripts.
• Please note that official transcripts(s) will be required upon hire

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