Administrative Assistant

Minimum Qualifications

High school diploma or equivalent and five years of progressively responsible administrative and secretarial experience. An equivalent combination of education and experience may be considered. Preferred Qualifications Job Description Summary The University of South Alabama’s departments of Executive Management and Academic Affairs are seeking to hire an Administrative Assistant. Interested candidates should apply to be considered. Essential Functions These are the job duties required of the position. Essential Functions

• This position works under the direct supervison of the Director of Executive Management Support Services and in close coordination with the President and Executive Vice President & Provost.
• Serves as first point of contact to visitors in the Office of the President.
• Greets and routes visitors in a professional manner.
• Answers telephones and directs calls.
• Opens and distributes mail, handles routine correspondence and emails, initiates conference calls and processes requisitions using Banner.
• Interprets routine rules, regulations, and policies to University officials and to the public.
• Prepares letters, reports and other documents, and maintains office supplies.
• Serves as backup support to the Director of Executive Management Support Services, the Executive Assistant II for Board Affairs, and the Special Assistant to the President.
• Maintains files for the office of the President and prepares requisitions for payment of invoices.
• Supervises student assistants to include assigning duties and checking work.
• Maintains property inventory records for the President’s Office and processes transfers of obsolete equipment as needed.
• Prepares / processes travel requests and expense reports in Concur for the President and Executive Vice President / Provost
• Reconciles monthly expenses to the President and Executive Vice President / Provost’s FOAPAL.
• Prepares the P Card expense reports in Concur on behalf of the President and Executive Vice President / Provost.
• Manages / processes expenses via Concur Invoice, direct pay forms, and expense transfers for the President’s Office and the Office of Academic Affairs.
• Assists with travel, agreements, regalia, speaker gifts and the reimbursement of expenses for commencement speakers.
• Assists with special events / projects.
• Prepares / distributes annual University committee appointments for the President and Executive Vice President / Provost.
• Handles mainteannce requests, IT requests, property removal requests, and renovation requests for the Presidential Suite.
• Excercises discretion in handling confidential information.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime as required.
• Related duties as required.

Posting Information

Benefits

Paid Time Off (PTO) Health Insurance Short Term Disability Life Insurance Education Benefit Retirement Plan Memberships and Events Student Loan Forgiveness Paid Time Off (PTO) Employees earn paid time off (PTO) as they work. PTO can be used for vacation, holidays, sick days and personal days. Each year, employees can choose to cash out up to 80 hours of available PTO the following calendar year. Health Insurance New employees health, dental, and pharmacy benefits are effective the first day of the month following hire date. Short Term Disability This free benefit provides income support for those who are out of work for a medical reason, such as illness, accident or maternity. After a seven-day waiting period, it provides a 60-percent wage replacement, up to $1,000 per week for 90 days. Life Insurance USA Health provides a free term life insurance policy for our employees based on annual salary. Policies for spouse and dependents are also included. Additional coverage can be purchased for employee, spouse and dependents. Education Benefit University of South Alabama offers a credit on tuition each semester for employees, spouse, and dependents after just six months of employment. Retirement Plan USA Health offers a 5% matching retirement account and other non-matching account choices. Included with this benefit is a free individual session with a financial planner. Memberships and Events Employees can join USA’s state-of-the-art recreation center for a nominal fee. USA football season tickets are available at a discount, and employees can attend all other USA sporting events for free. Student Loan Forgiveness As an employee of a government or not-for-profit organization, you may be eligible for the Public Service Loan Forgiveness Program through the U.S. Department of Education.