Administrative Associate

Auburn University Montgomery • Montgomery, AL

9d

About The Position

The Office of Central Advising at Auburn University at Montgomery is hiring an Administrative Associate to help ensure the front office operates efficiently and effectively. The position handles appointment scheduling, phone and email communications, recordkeeping, advising event coordination, purchasing and reconciliation processes, and other administrative support. It also interfaces with campus offices to promote student success and assists the Director and Associate Director with administrative tasks. The position reports to the Director of Central Advising.

The role supports front-office operations and enrollment and retention initiatives. It includes welcoming visitors, processing student forms, managing walk-in and scheduled appointments, routing inquiries, coordinating supplies and maintenance requests, supporting events, maintaining fiscal and statistical records, preparing correspondence, and assisting with student outreach and follow-up.

Requirements

• High school diploma and two years of clerical or administrative experience; relevant education may substitute for experience.
• Ability to learn applicable University practices and procedures.
• Knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to learn university software, including Banner, Argos, Advisortrac, CRM Advise, and Tigerbuy.
• Ability to multitask and prioritize in a fast-paced environment.
• Ability to interact effectively with a diverse student and staff population.
• Ability to review materials and identify discrepancies or mistakes.
• Ability to handle confidential information with discretion and professionalism.
• Ability to troubleshoot daily office issues independently.

Nice To Haves

• Bachelor’s degree.
• Experience working in higher education or an academic support services office.

Responsibilities

• Foster a welcoming atmosphere through excellent customer service and positive interactions.
• Oversee daily front-office operations, including processing student forms, opening and closing the office, and maintaining accurate student records.
• Supervise the waiting room and manage scheduling for walk-in and scheduled advising appointments.
• Monitor and direct phone calls and email inquiries to the appropriate advisors and departments.
• Coordinate office supply inventory and manage purchase orders as needed.
• Initiate and track maintenance requests using the Track-It system.
• Coordinate Central Advising events, including workshops, registration fairs, and information sessions; promote events with the Marketing team and manage room reservations with Conference Services.
• Collect and maintain accurate fiscal and statistical records; assist with report preparation and data entry.
• Prepare, proofread, and/or draft correspondence for supervisory staff.
• Assist with inquiries sent to [email protected] and [email protected], following up to ensure timely resolutions.
• Support enrollment and retention initiatives, including call campaigns and proactive outreach to recently admitted and continuing students, and track student responses.
• Act as a liaison between students, advisors, and other departments to facilitate efficient support.

What This Job Offers

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