Administrative Assistant II
Job Details
Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)
Department/Organization: 820201 - Student Center Administration
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
The Administrative Assistant will provide high-level administrative support to the Director of the UA Student Center. Manages calendars, coordinates meetings, and arranges travel for UASC team. Prepares correspondence, reports, and meeting materials and supports departmental communications and HR-related processes and procedures. Serves as the primary financial coordinator for the Student Center. Manages multiple funding sources, including maintaining shadow ledgers and tracking expenditures across several organizations and reserve accounts. Processes financial transactions and prepares monthly and ad hoc financial reports for leadership. Coordinates billing processes, resolves discrepancies, and maintains strong vendor relationships. Additionally, the position will support the overall operations of the UA Student Center. Coordinates administrative logistics for programs, events, trainings, and retreats, including support for passive programming initiatives and information desk operations. Assists with departmental communications through social media, digital signage, and other platforms, ensuring timely and accurate dissemination of information (in coordination with primary content owners). Assists with facility-related needs such as work orders, reservations, and event setup coordination as needed. Supports data tracking and reporting related to Student Center usage and student engagement initiatives.
The University of Alabama Student Center serves as the primary community center for Student Life. The Student Center hosts programs, provides services, and maintains facilities to enhance the campus life experience for students and members of the University community.
Responsible for completing required training and promoting a safe, hospitable, and respectful workplace. 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.
Skills and Knowledge
Knowledge of administrative and office management practices, as well as basic accounting and financial processes, including budgeting, reconciliation, and reporting. Ability to interpret and apply university policies and procedures related to finance, human resources, and operations. Strong organizational, time management, and problem-solving skills, with the ability to manage multiple priorities and maintain accuracy in a fast-paced environment. Effective written and verbal communication skills and the ability to work both independently and collaboratively. Ability to handle confidential information with discretion. Proficiency with Microsoft Office and other administrative systems. Commitment to customer service and supporting a student-centered environment. Demonstrates commitment to supporting all students.
Preferred Qualifications
Master’s degree; OR bachelor’s degree and two (2) years of complex administrative support experience; OR Associate’s degree and four (4) years of complex administrative support experience; OR High school diploma or GED and (6) years of complex administrative support experience. Experience supervising student staff, working with various populations, and management of fiscal responsibility of over $300,000.
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