Administrative Assistant II - 530795

The University of Alabama•Tuscaloosa, AL

16h•Onsite

About The Position

The Administrative Assistant II provides administrative support for the operations of the Blackburn Institute. This role performs moderately complex and well-documented administrative tasks, acting as the office liaison and receptionist. Responsibilities include receiving and routing phone calls, emails, and guests, maintaining files, and entering data. The position involves drafting and sending communications on behalf of supervisor/departmental staff, reconciling P-Card/Concur for staff/faculty against the departmental budget, and performing simple budget monitoring/entry. The role also requires operating standard office equipment. Key office functions include Front Office Administration and Public Interaction, Fiscal Management, Staff Support, Program and Event Support, Advisory Board Support, and Technology Support. The position is responsible for completing required training and promoting a safe, hospitable, and respectful workplace, as well as holding staff accountable for training completion.

Requirements

High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
Excellent customer service skills.
Knowledge of database management and maintenance.
Must be able to multi-task.
Must have a general knowledge of all Institute activities to respond appropriately to questions from multiple constituencies.
Written communications must be accurate, current, and complete in every detail.
Oral communications must be customer-service friendly, keeping political and institutional implications in mind at all times.
Demonstrated commitment to supporting all students.

Nice To Haves

Knowledge of Banner Accounting Systems and University P-Card systems.

Responsibilities

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.
Perform general secretarial and administrative duties, including serving as front office reception, answering phones, and responding to general inquiries.
Be knowledgeable of Institute's programs in order to respond appropriately to the wide variety of Blackburn constituents.
Communicate directly with prospective students and volunteers during student selections.
Provide budget maintenance and oversight for multiple sources of revenue, track expenses in real time, produce financial reports, manage billing, and reconcile credit card statements.
Act as a financial delegate for departmental staff.
Execute vendor registration, department contracts, invoices, and professional services agreements.
Assist the Executive Director by maintaining calendars and preparing and editing correspondence for a variety of audiences.
Provide functional guidance for student assistants in preparation for events and routine tasks.
Make facility reservations, oversee event logistics, organize catering, plan travel, and manage program calendars.
Coordinate routine correspondence with advisory board members on behalf of the Executive Director to include dues statements, meeting agendas and minutes, event invitations, and stewardship letters.
Update advisory board information on all platforms, including Access, Qualtrics, Blackburn Connect, Qualtrics, and the Institute's website.
Produce reports to meet a variety of needs and extract data on demand basis for a variety of internal and external audiences.
Responsible for completing required training and promoting a safe, hospitable, and respectful workplace.
Responsible for holding staff accountable for completion of required training.