Administrative Assistant II - 530513

The University of Alabama • Tuscaloosa, AL

7d • Onsite

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. This position is the receptionist for the President’s Office, greeting and assisting guests, answering calls and emails, and responding to requests for assistance. Additionally, the position is responsible for clerical duties of the President’s Office, including ordering supplies, using Concur for expense reports and invoices, managing conference room scheduling, preparing correspondence, etc. The position is also responsible for providing administrative assistance to the Assistant Vice President for Presidential Operations. This includes scheduling appointments and meetings, arranging travel, and preparing expense reports through Concur, as necessary. The successful candidate should enjoy interacting with the public and foster an environment of professionalism and hospitality befitting The University of Alabama and the president. The successful candidate will be an excellent communicator and able to use discretion and maintain confidentiality. The successful candidate will be highly responsible and will work quickly, accurately and efficiently.

Requirements

• High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
• Microsoft Office suite skills (Word, Excel, Outlook, etc.).
• Ability to learn and utilize University endorsed software and programs (Concur, Box, Adobe Suite, BuyBama, etc.) and web-based programs and applications.
• Attention to detail.
• Problem-solving skills.
• Ability to handle several tasks simultaneously.
• Strong organizational and planning skills.
• Excellent verbal and written communication skills.
• High degree of professionalism.
• Ability to work well with internal and external constituents.
• Ability to use discretion and maintain confidentiality.
• Ability to display a positive and professional demeanor, even under stressful or challenging circumstances.
• Ability to work both quickly and accurately.
• Strong task-management skills and ability to pivot quickly between tasks without compromising accuracy and completeness.
• Exemplary judgment to know when to ask for help and when to complete tasks independently.

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.
• Greeting and assisting guests, answering calls and emails, and responding to requests for assistance.
• Ordering supplies.
• Using Concur for expense reports and invoices.
• Managing conference room scheduling.
• Preparing correspondence.
• Providing administrative assistance to the Assistant Vice President for Presidential Operations.
• Scheduling appointments and meetings.
• Arranging travel.
• Preparing expense reports through Concur.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED