Job no: 502735
Department: College of Science
Work type: Staff Full-time Non-Exempt
Location: Alabama
Categories: Administrative - Clerical

MINIMUM REQUIREMENTS:

• Bachelor’s degree, 3-5 years full-time verifiable relevant administrative work experience or an equivalent combination of education and years of experience
• Proficiency in Microsoft Office
• Ability to read and interpret budget statements
• Ability to utilize Google Drive file system
• Excellent communication and interpersonal skills
• Ability to manage multiple concurrent tasks
• Strong interpersonal skills
• Excellent Verbal and written communication skills

DESIRED QUALIFICATIONS:

• Batchelor’s degree is preferred
• Experience in an academic environment
• Proficiency with Banner, Argos, Degree Works

The Administrative Assistant provides administrative support to the department, its faculty, staff, and students. This position ensures smooth day-to-day departmental academic and research operations through efficient and effective coordination of administrative functions, departmental events, financial processes, academic support, and student services.

Duties/Responsibilities

• Manage calendars for the department and supervisor
• Maintain department directory, office assignments, and faculty files
• Process key requests and manage computer lab key inventory
• Submit and track maintenance and facilities work orders
• Order and maintain office, classroom, and lab supplies
• Facilitate travel arrangements for faculty, staff, students, and visitors
• Schedule room assignments for GTAs/GRAs each semester
• Assist with TimeClock PLUS timekeeping system
• Create and update course schedules using Excel and coordinate submissions with the Chair
• Coordinate textbook orders with the bookstore and maintain textbook adoption lists
• Provide administrative assistance to faculty and students on class- and university-related issues
• Support the Chair with preparation of semesterly reports and special projects
• Enter, update, and monitor approval of ePAFs and eLabor Reports for faculty, staff, and students
• Determine summer salaries for faculty paid from research funds
• Assist with preparation, setup, and logistics for department events and faculty meetings
• Maintain part-time instructor files, credentials, and nomination forms
• Supervise and approve work of the Staff Assistant and Student Office Assistants
• Organize, attend, and record minutes at departmental meetings
• Maintain and manage departmental files and documents on shared servers
• Manage departmental operating budget; reconcile with Banner
• Distribute and explain monthly budget statements to faculty/Principal Investigators
• Perform budget analyses and forecasts for department accounts
• Prepare financial documents and reports for submission to the Board of Trustees
• Plan and coordinate visits for seminar speakers, visiting scientists, and faculty candidates
• Organize and manage new graduate student orientation and related communication
• Assist Chair with updates to undergraduate and graduate curricula and academic catalogs
• Prepare presentation materials for orientation and departmental meetings
• Serve as liaison to students, parents, faculty, and staff for HR, travel, payroll, and purchasing
• Prepare and manage Graduate Research & Teaching Assistant (GTA/GRA) contracts
• Coordinate dissertation/thesis approval cycles and GTA credential forms
• Support scheduling of graduate student exams and milestones (prelims, qualifying exams)
• Analyze graduate programs of study and assist in scheduling courses and submitting academic forms (e.g., M.S., Ph.D., JUMP programs)
• Track and submit changes to program of study and exam notifications/reports
• Perform other duties as assigned