Posting Details
Position Number003141Position TitleAdministrative Assistant - 003141DivisionAcademic AffairsDepartment300000 - SRVP Academic Affairs OfficeMinimum 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 QualificationsJob 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
These are the job duties required of the position.
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.
Number of Vacancies1Position End Date (if temporary)Job Open Date08/05/2025Job Close DateOpen Until FilledYesSpecial Instructions to ApplicantsWorking DaysMonday - FridayWorking Hours8:00 a.m. - 5:00 p.m.Job LocationMain CampusFull-time or Part-TimeFull TimeRegular or TemporaryRegular
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Are you at least 18 years of age?
- * Do you have a legal right to work in the United States?
- * The University of South Alabama typically does not sponsor individuals for staff positions. Will you now or in the future require sponsorship for employment visa status?
- * What is the highest level of education you have completed?
- Less than High School
- High School Diploma or equivalent
- Associates Degree
- Bachelors Degree (or will obtain within 6 months)
- Masters Degree (or will obtain within 6 months)
- Terminal Degree (or will obtain within 6 months)
- * How many years of related experience do you have?
- Less than 1 year
- Between 1 - 3 years
- Between 3 - 5 years
- Between 5 - 7 years
- More than 7 years
- * How did you hear about this position?
- USA website
- LinkedIn
- Zip Recruiter
- Indeed
- HigherEd Jobs
- Alabama Career Center / Alabama Works
- Facebook
- Word of mouth
- Other
Applicant Documents
Required Documents
Optional Documents- Resume
- Cover Letter
The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.
EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.
Annual Security and Fire Safety ReportThe University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at:
http://www.southalabama.edu/departments/police/resources/fireandsafetyreport.pdf. You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.
Equal employment opportunity, including veterans and individuals with disabilities.
PI277043361
