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University of South Alabama

Administrative Assistant - 003141 Job at University of South Alabama in Mobile

University of South Alabama, Mobile, AL, United States, 36624

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Posting Details

Position Information

Position Number 003141

Position Title Administrative Assistant - 003141

Division Academic Affairs

Department 300000 - SRVP Academic Affairs Office

Minimum Qualifications

High school diploma or equivalent and five years of progressively responsible administrative and secretarial experience. An equivalent combination of education and experience may be considered.

Preferred Qualifications

Job Description Summary

The University of South Alabama’s departments of Executive Management and Academic Affairs are seeking to hire an Administrative Assistant. Interested candidates should apply to be considered.

Essential Functions

  • This position works under the direct supervison of the Director of Executive Management Support Services and in close coordination with the President and Executive Vice President & Provost.
  • Serves as first point of contact to visitors in the Office of the President.
  • Greets and routes visitors in a professional manner.
  • Answers telephones and directs calls.
  • Opens and distributes mail, handles routine correspondence and emails, initiates conference calls and processes requisitions using Banner.
  • Interprets routine rules, regulations, and policies to University officials and to the public.
  • Prepares letters, reports and other documents, and maintains office supplies.
  • Serves as backup support to the Director of Executive Management Support Services, the Executive Assistant II for Board Affairs, and the Special Assistant to the President.
  • Maintains files for the office of the President and prepares requisitions for payment of invoices.
  • Supervises student assistants to include assigning duties and checking work.
  • Maintains property inventory records for the President’s Office and processes transfers of obsolete equipment as needed.
  • Prepares/processes travel requests and expense reports in Concur for the President and Executive Vice President/Provost
  • Reconciles monthly expenses to the President and Executive Vice President/Provost’s FOAPAL .
  • Prepares the P Card expense reports in Concur on behalf of the President and Executive Vice President/Provost.
  • Manages/processes expenses via Concur Invoice, direct pay forms, and expense transfers for the President’s Office and the Office of Academic Affairs.
  • Assists with travel, agreements, regalia, speaker gifts and the reimbursement of expenses for commencement speakers.
  • Assists with special events/projects.
  • Prepares/distributes annual University committee appointments for the President and Executive Vice President/Provost.
  • Handles mainteannce requests, IT requests, property removal requests, and renovation requests for the Presidential Suite.
  • Excercises discretion in handling confidential information.
  • Regular and prompt attendance.
  • Ability to work schedule as defined and overtime as required.
  • Related duties as required.

Posting Information

Number of Vacancies 1

Position End Date (if temporary)

Job Open Date 08/05/2025

Job Close Date

Open Until Filled Yes

Special Instructions to Applicants

Working Days Monday - Friday

Working Hours 8:00 a.m. - 5:00 p.m.

Job Location Main Campus

Full-time or Part-Time Full Time

Regular or Temporary Regular

Seniority level

  • Seniority level

    Mid-Senior level

Employment type

  • Employment type

    Full-time

Job function

  • Job function

    Administrative

  • Industries

    Higher Education

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