Administrative Assistant II - 528102

Pay Grade / Pay Range : Minimum : $18.32 - Midpoint : $21.97 (Hourly N4)

Department / Organization : 212501 - Ed Leadership / Policy / Tech Studies

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 : Tracks all expenditures and maintains the budget for the department. Approves all expenditures in the department in Concur, including professional development funds for faculty. Balances spreadsheets and sends to Department Head and staff. Submits journal entries and departmental transfers. Enters Electronic Personnel Action Forms for faculty, staff, and students. Trains faculty and staff on Concur procedures and approval transactions. Oversees faculty travel expenditures and reimbursements. Supervises staff and manages department operations and workflow. Manages e-Time for the department. Assists faculty with Concur (invoices, travel requests and reimbursements), travel expense forms, essential spending forms, departmental transfer forms, miscellaneous disbursement vouchers, and P-Card reconciliation. Responds to general questions about the department and its various programs. Communicates and assists prospective graduate students about the application process. Manages applications in Slate and assists the Program Coordinator and faculty with the review process. Initiates all required Graduate School DocuSign forms for students, communicate with Graduate School regarding student records. Creates and manages electronic student files and student database. Assists the Program Coordinator and faculty with monitoring student progress. Assists the Department Head and Program Coordinator with course schedule, faculty workload letters, and adjunct faculty and Graduate Research / Teaching Assistant hiring paperwork. Assists the Program Coordinator with comprehensive exams, new student orientation, and special program / department events. Assists faculty and adjuncts with ordering textbooks, supplies, and other office supplies. Assists the Department Head with various projects. Attends and records minutes for monthly meetings.

Required Minimum Qualifications : High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.

Skills and Knowledge : Knowledge of UA licensing approval procedures, procurement through BuyBama, and procedures to make purchases through outside vendors when necessary. Knowledge of P-card travel and non-travel purchases and reconciliation through Concur. Knowledge and experience with Microsoft Office Suite, including Excel and Word.

Preferred Qualifications : Experience with accounting, bookkeeping, and / or budgeting.

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 any 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. More information is available in the EEOC’s Know Your Rights : Workplace discrimination is illegal poster.