"Administrative Associate"

College and/or School: School of Education

Employment Status: Full Time

Full-time or part-time (PT is less than 30 hrs. per week):

FLSA Status (exempt or non-exempt):  Non-exempt

Reports to: Dean or Associate Dean

Work Schedule:  Monday – Thursday 7:30 a.m. – 5:30 p.m.

Job Description: 

-Knowledge of basic word processing software and the ability to operate standard PC/PC software applications

-Knowledge of applicable university policies and procedures

-Knowledge of general office procedures

-Knowledge of assigned department forms, rules, etc.

-Interpersonal skills

-Oral and written communication skills

-Ability to review materials and identify discrepancies or mistakes (i.e., proofreading)

-Ability to perform basic mathematical computations

-Ability to respond to several demands at one time

-Ability to coordinate the work of others

-Analytical skills

Position Qualifications (Educational credentials, skills and abilities):

-Min. qualifications: High school diploma or equivalent and two (2) years clerical/administrativeexperience preferred. Additional relevant education may be substituted for experience requirement.

-Christian who is an active member in local church.

-Supports Statement of Christian Affirmation (https://umobile.edu/about/mission/)

Position Responsibilities: 

-Assist  supervisors and faculty in a variety of administrative detail matters; coordinate the maintenance and repair of office equipment; determine the need for, prepares specifications and process requisitions and material receipts for supplies, and forms.

-Receive, sort, and distribute mail and other correspondence.

-Maintain and supervise a large or complex filing system; analyze complex files and file materials; sort and file correspondence, reports, records, and other documents by established categories; maintain manuals, books of procedure, and bulletins.

-Greet the public and direct to proper offices; answer questions and give non-technical information; interpret and advise staff and public on rules, regulations, and procedures; receive and resolve complaints (when necessary); arrange appointments, interview callers, and prospective students.

-Compose and type narratives, form letters, and other reports; compose letters, tables, reports, forms, memoranda, and other materials from copy, rough drafts, and detailed instructions; assist in the preparation of forms and statements and process confidential matters; transcribe correspondence and other materials; proofread material for accuracy.

-Operate computer terminal, word processing equipment, calculating machine, reproduction machines,  and other office machines to enter data, inquire for information, and perform complex typing duties.

-Check and analyze complex documents and statistical information for completeness, accuracy, and proper coding according to standard procedures and ensuring compliance with applicable rules and regulations.

-Maintain attendance, time, payroll, inventory, accounting, financial, cost and/or other operating records where technical knowledge of established policies and procedures is required; maintain confidential records and/or documents.

-Compile, set up, and type reports, special studies, work sheets and statistical reports and tables; attend and keep records of meetings, conferences, and proceedings (when needed); transmit assignments to staff; coordinate with departmental representatives in collecting and disseminating information.

-Notes: travel forms; letters; self-starter; over-load paperwork; adjunct paperwork;

-Demonstrates the Imago Dei of Christ (Gen 1:26) in all aspects of one’s professional role, personal interactions and community relations.

-Other duties assigned by the supervisor(s).

Application materials may be sent to Dr. Ashley Milner, School of Education, 5735 College Parkway, Mobile, AL 36613.  Electronic submissions are preferred and should be sent to amilner@umobile.edu.

In accordance with Employment At-Will policy of the University as noted in the Employee Handbook, this job description is not construed as a contract of employment or any part of any contract of employment or as a guarantee that employment or any benefit will be continued for any period of time.