Administrative Assistant

Alabama Agricultural and Mechanical University•Normal, AL

28d

About The Position

Performs and/or oversees diverse administrative, fiscal, staff-support, and planning activities for a department or organizational unit. Duties may involve budget administration and control, equipment, facilities and inventory management, specialized recordkeeping and database management, and information-gathering projects. The role may coordinate administrative activities and reporting across multiple organizational units, facilitate meetings and special events, and train and oversee lower-graded staff and/or students. The position serves as a liaison with other departments and external constituencies, supports administrative problem-solving and program planning, researches and compiles information, prepares reports and correspondence, and monitors and assists with fiscal administration. It also provides operational support, assists with faculty and staff searches, schedules and coordinates appointments, meetings, facilities, events and travel, and maintains files, inventories, records and data systems. The employee leads lower-level staff and may participate in hiring and performance appraisal. Other related duties may be assigned.

Requirements

Bachelor’s degree.
At least three years of experience directly related to the duties and responsibilities specified.
Knowledge of computerized information systems used in financial and/or accounting applications.
Knowledge of general accounting principles.
Knowledge of human resources concepts, practices, policies, and procedures.
Skill in using personal computers and related software applications.
Skill in organizing resources and establishing priorities.
Demonstrated ability to maintain confidentiality.
Records maintenance skills.
Database management skills.
Ability to gather data, compile information, and prepare reports.
Ability to supervise and train assigned staff.
Ability to analyze and solve problems.
Ability to make administrative and procedural decisions and judgments.
Ability to create, compose, and edit written materials.
Ability to communicate effectively, orally and in writing.

Responsibilities

Oversee and/or perform diverse administrative activities and serve as a liaison with other departments and external constituencies on day-to-day matters.
Create, compose, and edit technical and administrative correspondence and documentation.
Assist with administrative problem-solving, program and project planning, development, and execution of goals and objectives.
Research information, compile statistics, gather and compute data, and prepare reports, summaries, and responses to inquiries.
Monitor, reconcile, and assist with fiscal administration, including budgets, funding, grants, contracts, payroll, employment, travel, and purchasing; may assist with fiscal planning and seeking alternate funding sources.
Provide and/or oversee support activities, including answering telephones, addressing visitor inquiries and problems, managing correspondence, and following up on operational commitments.
Assist with faculty and/or staff searches, including logging applications, preparing acknowledgments and interview documents, coordinating interview logistics, and organizing search documentation.
Schedule appointments and maintain calendars; coordinate meetings, facilities use, events, and travel arrangements as required.
Establish, update, and maintain files, inventories, and records; implement and maintain data management systems as required.
Lead and guide lower-level staff and supervise student employees as appropriate; may participate in hiring decisions and performance appraisals.
Perform other job-related duties as assigned.