Administrative Assistant III - 526104

Pay Grade/Pay Range: Minimum: $19.33 - Midpoint: $24.18 (Hourly N5)

Department/Organization: 701101 - VP Research

Normal Work Schedule: Monday - Friday 8:00am to 5:00 pm

Job Summary: The Administrative Assistant III provides administrative support for operations on a college-wide scale, division-wide scale, or unit-wide scale for units of comparable size, scope, and complexity wade scale to that of a college or division. Performs complex and some undocumented administrative tasks. Acts as office liaison/receptionist. Drafts and sends communications on supervisor/departmental staff or college/division behalf. Reconciles P-Card/Concur for other staff/faculty against departmental budget. Performs some simple budget monitoring/entry. Receives and routes phone calls, emails, and/or guests. Maintains files and enters data. Operates standard office equipment such as personal computers, copiers, fax machines, etc.

Additional Department Summary: Assists the Vice President for Research & Economic Development, core research administration units, and generally, the Office for Research & Economic Development. This is a support service role that performs duties related to meeting standard requirements of research administration functions. Assists with proposal review, submission and tracking, award tracking, and close-out under minimal supervision. Assists with package preparation, data management, and reporting. Prepares meeting agendas, materials, and minutes, provides administrative support for core research administration units. Performs administrative duties such as scheduling, maintaining financial records and Office P-Card; research and data compiling for special projects; assisting with the development of reports and presentations; and arranging travel, special events, and campus visits. Helps prioritize the responsibilities of the Vice President by managing scheduling and correspondence.

Required Department Minimum Qualifications: Associate's degree and two (2) years of experience in executive-level support; OR bachelor's degree and some experience in executive-level support.

Skills and Knowledge: Eagerness to work in a team atmosphere. Advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook). Extensive interpersonal and communication skills. Ability to demonstrate tact, versatility, cooperation, and adaptability. Accounting skills and the ability to organize work, processes, and time efficiently and effectively. The ability to professionally manage all administrative matters in a fast-paced executive-level office environment.

Preferred Qualifications: Prior experience with UA policies and procedures, including Banner, BuyBAMA, Concur, Electronic Personnel Action forms, Independent Contractor forms, Vendor Disclosure Statements, Professional Service Agreements, and Departmental Transfers. Prior experience in an academic research office. Knowledge of UA's financial accounting, purchasing, and travel policies and procedures. High degree of self-motivation, positivity, and initiative. Prior experience with large-scale event planning and execution.

Background Investigation Statement: Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation and information obtained from social media and other internet sources. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. A candidate with a prior conviction or negative behavioral red flags will receive an individualized review of the prior conviction or negative behavioral red flags before a hiring decision is made.

Equal Employment Opportunity: The University of Alabama is an Equal Employment/Equal Educational Opportunity Institution. All qualified applicants will receive consideration for employment or volunteer status without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy, age, genetic or family medical history information, disability, protected veteran status, or any other legally protected basis, and will not be discriminated against because of their protected status. Applicants and employees of this institution are protected under Federal law from discrimination on several bases. Follow the link below to find out more. "EEO is the Law" Poster