Administrative Assistant II - 526641

Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)

Department/Organization: 200501 - Overseas Studies (Main Account)

Normal Work Schedule: Monday - Friday 8:00am to 4:45pm

Job Summary: 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.

Additional Department Summary: This role supports the daily operations of the Education Abroad office at UA, ensuring smooth front desk management, professional office upkeep, and efficient coordination of meetings, events, and student inquiries. The position requires proficiency in multiple university systems (such as calendar scheduling software, room scheduler, financial websites), management of office supplies and promotional materials, and strict adherence to privacy standards. In collaboration with the Education Abroad team, the role supports data entry, maintains organized office spaces, and facilitates guest visits while coordinating logistics such as room reservations and tech setup.

Additionally, this position oversees the recruitment, training, and daily supervision of student workers. It plays a key role in planning and promoting events such as pre-departure orientations, study abroad fairs, and campus visits by external partner providers, handling logistics and marketing through various channels. The role also assists the Capstone International Center accountant in processing financial transactions and maintaining budget records, ensuring compliance with university policies. Cross-training ensures the staff member can step into various support functions, including course registration, application processing, and building operations, reinforcing a flexible and collaborative work environment.

Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate's degree or higher.

Skills and Knowledge: Excellent organizational skills. Strong customer service skills. Excellent communication skills, both verbal and written. Strong interpersonal skills for interacting with students, faculty, and external stakeholders. Ability to maintain confidential and private records. Knowledge of technology such as Microsoft Office Suite, Banner, Argos, Terra Dotta, and other university software systems. Ability to work independently on projects as needed for campus and community at large. Ability to work in a fast-paced environment in an active student suite.

Preferred Qualifications: Experience in office work in a university setting. Experience with university systems such as Payment Works, invoicing, DocuSign, VDS. Intermediate or advanced technology such as Microsoft Office Suite, MailChimp and other cloud-based systems. Bachelor's degree in a relevant field.

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.