Administrative Assistant II - Regular Part-time (Benefits eligible) - 530243
About The Position
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. The Institute for Social Science Research (ISSR) is The University of Alabama's hub for interdisciplinary social science research, supporting a fast-paced portfolio of funded projects and partnerships with federal, military, industry, nonprofit, and community organizations. This position serves as the coordination partner to the Center by managing the Director's calendar and inbox, preparing the Director for meetings and decisions, tracking commitments and follow-ups, and producing a weekly executive brief. This is a focused executive-support position rather than a general office-administration role. The position is 30 hours per week and benefits-eligible.
Requirements
- High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
- Advanced proficiency with Microsoft Outlook calendar management, including delegate access and coordination of meetings across multiple parties.
- Ability to triage a high-volume inbox and distinguish urgent, important, delegable, and informational communications.
- Excellent professional written and oral communication suitable for correspondence with senior University leaders, government partners, and external stakeholders.
- Exceptional organization and demonstrated systems for tracking commitments, deadlines, and follow-ups.
- Sound independent judgment; ability to prioritize competing demands in a fast-paced environment and anticipate needs rather than await instruction.
- Discretion in handling confidential personnel, research, and partnership information.
- Proficiency with Microsoft 365, including Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint.
- Demonstrated willingness and ability to use University-approved productivity and AI tools to summarize documents, draft routine communications, and organize information, with sound judgment regarding accuracy verification and information that may not be entered into unapproved systems.
Nice To Haves
- Bachelor's degree.
- 3+ years of experience supporting executives or leaders in a university, research, healthcare, legal, or comparable complex professional environment.
- Demonstrated ownership of an executive's calendar and inbox in Microsoft Outlook.
- Experience preparing executive summaries, briefings, or meeting materials for senior leaders.
- Professional experience using generative AI tools, such as Microsoft Copilot, responsibly in an office setting.
- Familiarity with University systems and administrative structures.
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.
- Manages the Director's calendar and inbox.
- Prepares the Director for meetings and decisions.
- Tracks commitments and follow-ups.
- Produces a weekly executive brief.
Benefits
- Benefits eligible
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What This Job Offers
Job Type
Part-time
Career Level
Mid Level
Education Level
High school or GED
