Administrative Assistant, Workforce Development Initiatives

Job openings are posted for a minimum of seven days. This job may be removed from posting boards and filled any time after the minimum posting period has ended. The posted salary and/or position title may be adjusted dependent on the successful candidates education experience and unique qualifications as they relate to the position. Sponsorship is not available for any staff positions and unless otherwise indicated within the posting information is not available for most faculty positions.

This position is responsible for performing a wide range of support activities both administrative and clerical to ensure that the department operates effectively and efficiently. Responsibilities include managing administrative tasks general budgeting/finance activities coordinating schedules customer service and facilitating effective communication. The successful candidate will be highly organized and versatile.

*This position is externally-funded. Continuation of this position is contingent upon continued funding from the external source.*

• Serve as the first point-of-contact for visitors and external inquiries providing professional assistance or appropriate referrals;
• Support both the executive and associate directors in coordinating office operations including preparing communications maintaining calendars scheduling meetings and logistics formatting documents compiling reports answering phones and emails directing inquiries and greeting visitors;
• Responsible for incoming and outgoing phone calls voicemails emails memos letters etc.;
• Ensure effective communication and collaboration between departmental stakeholders the University-at-large as well as the surrounding communities;
• Ensure timely reminders and follow-ups to keep department schedules on track;
• Assist in research data collection and reporting as requested;
• Perform general clerical duties;
• Support departmental project management using existing systems;
• Generate and maintain spreadsheets such as expense tracking for departmental accounts;
• Generate forms related to financial actions such as projected budgets budget transfer budget requests requests to hire etc.;
• Generate purchase order and reimbursement requests and travel forms;
• Assist with the hiring (post position contact students being interviewed complete paperwork to hire etc.) train and supervise work study students;
• Organize maintain and archive both electronic and paper records and files;
• Manage ordering tracking and inventory of office and promotional supplies;
• Perform all other duties as assigned.

• High school diploma/equivalent is required;
• Some college education is preferred;
• Minimum of one year of related work experience is required;
• Previous work experience that includes budget oversight and/or general accounting will be given preference;
• Experience with Quickbooks is preferred.

• Ability to communicate effectively both verbally and in written formats;
• Organizational skills;
• Excellent organizational skills and attention to detail;
• Knowledge of and the ability to operate within the Microsoft Office suite (365) of programs or Google equivalency;
• Experience with and the ability to handle sensitive and confidential information;
• Ability to work independently to achieve specific results within a prescribed time frame;
• Ability to communicate effectively with a diverse array of coworkers administrators faculty staff parents vendors management and the general public;
• Knowledge of and the ability to operate Quickbooks software;
• Ability to operate standard office equipment such as personal computers telephone systems and copiers;
• Demonstration of professional business ethics.

Applicants must upload a cover letter and resume at the time of application as well as provide contact information for at least three professional references. For questions please email or call 256.765.4291 and select option #2. Selecting an option other than #2 will result in a delayed response.

UNA is an equal opportunity employer. We seek a wide range of applicants for our positions so that our core values will be affirmed.