Executive Assistant Academic Affairs

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 provides comprehensive administrative and operational support to the Deputy Provost and the Associate Provost for Academic Excellence ensuring smooth execution of the initiatives and key functions under their leadership across the division. The role partners closely with other divisional administrative staff to ensure alignment continuity and seamless service across the division. Sponsorship is not available for this position. Application review will begin immediately.

• Provide comprehensive administrative and operational support including complex calendar management meeting coordination deadline tracking and preparation of materials and briefings;
• Provide administrative support for shared governance and advisory committees including scheduling agenda development documentation and minutes;
• Provide administrative support for complex budgets across multiple funding sources including operating funds grants and contracts;
• Assist with budget tracking reconciliation and supporting documentation to ensure expenditures align with university policies and applicable grant or contract requirements;
• Coordinate administrative aspects of grants and funded initiatives including timelines reporting requirements and communication with other campus partners;
• Process financial transactions (requisitions payments reimbursements and transfers) and maintain organized audit-ready documentation and records;
• Serve as an administrative liaison with vendors consultants and service providers including contract routing documentation management and invoice coordination;
• Serve as a primary point-of-contact for senior leaders within the division and manage communication/requests with professionalism discretion and timely follow-through;
• Exercise independent judgment in prioritizing requests escalating issues as appropriate and redirecting matters to the correct offices;
• Liaise effectively with faculty deans department chairs staff students and external partners to support efficient coordination problem resolution and service delivery;
• Support office efficiency by standardizing workflows maintaining tracking systems/templates and proactively addressing bottlenecks to ensure consistent and timely execution;
• Maintain confidential electronic and physical records ensuring accurate filing version control and appropriate retention of materials;
• Manage office communications and visitors including responding to routine inquiries triaging requests and resolving matters that do not require higher-level attention;
• Support office operations including supply inventory equipment coordination and maintenance or repair requests;
• Exercise independent judgment in prioritizing requests escalating issues as appropriate and redirecting matters to the correct offices;
• Perform all other duties as assigned.

• High school diploma/equivalent is required;
• Bachelors degree is preferred;
• Minimum of three years of administrative or related professional experience is required;
• Experience providing administrative or other professional support within higher education preferred.
  

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.