Lead Administrative Assistant

Auburn University•Auburn, AL

About The Position

The Department of Geosciences at Auburn University seeks an experienced, highly organized, and service-oriented Lead Administrative Assistant to provide high-level administrative, fiscal, and operational support to the Department Chair, faculty, staff, students, and external partners. As the central administrative professional in a vibrant and growing department, this role is critical to the department’s day-to-day operations. The successful candidate will bring exceptional organizational abilities, strong communication skills, sound judgment, strict confidentiality, and a commitment to outstanding customer service. The Department of Geosciences is an academic unit within Auburn University's College of Sciences and Mathematics. Its teaching, research, and outreach programs span geography and environmental studies, geology, and Earth system science. The department is entering a new chapter in the state-of-the-art STEM+Ag Complex and seeks team members ready to contribute to a collaborative, forward-looking academic community.

Requirements

High school diploma or GED.
Six years of experience in administrative support services. Appropriate relevant education may normally substitute for experience at a rate of one year of education per year of required experience.

Responsibilities

Coordinate daily administrative activities of the department's main office.
Serve as the primary point of contact for faculty, staff, students, alumni, visitors, and external partners.
Provide direct administrative support to the Department Chair.
Manage departmental calendars, meetings, scheduling, and office communications.
Monitor and improve administrative workflows and office procedures.
Answer, screen, and direct telephone, email, and in-person inquiries.
Process departmental purchases and procurement transactions.
Reconcile Purchasing Card (PCard) expenditures and maintain accurate financial records.
Coordinate travel arrangements and prepare travel reimbursements and expense reports.
Assist with budget tracking, record keeping, and financial documentation.
Serve as liaison with outside vendors and service providers.
Maintain departmental records and files in accordance with university policies and procedures.
Distribute incoming mail and coordinate outgoing shipments and correspondence.
Prepare reports, correspondence, and other administrative documents.
Ensure confidentiality and appropriate handling of sensitive information.
Welcome visitors and provide professional front-office support.
Respond to questions regarding departmental and university policies, procedures, and administrative processes.
Support departmental meetings, seminars, and special projects.
Supervise student workers in the main office.
Perform other duties as assigned to support departmental success.