Administrative Assistant II

Position Information

Posting Number S1500643 Job Title Administrative Assistant II Position Number O10515/TBD Division Academic Affairs/Provost - ACA Department Office of Graduate Studies FLSA Non-Exempt Salary Grade 109 Salary Classification Classified Annual Salary Range Hourly Salary Range $13.00 - $16.80 Employment Status Part Time 12 Mos Regular General Description

The purpose of this part-time position (20 hours per week) is to provide administrative and clerical support for the University of Montevallo Office of Graduate Studies, reporting to the Director of Graduate Studies.

Essential Job Duties

• Provide administrative assistant support for the University of Montevallo Office of Graduate Studies.

• Schedule meetings, maintain a yearly calendar, and prepare and distribute correspondence to stakeholders across campus.

• Coordinate travel arrangements/reimbursements for graduate student research travel, Graduate Studies recruitment travel, and professional travel for office staff.

• Answer phone, voicemail, and email inquiries, including routing correspondence from the general office and program numbers/accounts to the correct UM faculty or staff member.

• Maintain a positive and responsive relationship with all current/potential students, faculty/staff, and external constituencies to be the face of the Office of Graduate Studies.

• Follow-up on all Graduate Studies recruitment meetings held by the Graduate Recruitment Coordinator with personalized correspondence to facilitate movement of potential students in the enrollment funnel.

• Provide customer service to newly admitted and currently enrolled students, providing them with contacts and resources across campus to assist in making their student experience positive.

• Maintain accurate budgets for Graduate Studies, including communication with the business office or other University offices for purchasing, requisitions, and purchase orders for all office expenditures.

• Assist all graduate programs and the Student Aid Office with awarding Graduate Scholarships by processing scholarship letters and scholarship award forms.

• Assist the Graduate Admission Coordinator in monitoring application workflows for all graduate admission applications to ensure efficient and expedited processing from the beginning of the application process until admission, including completeness of materials & interview scheduling.

• Maintain confidential electronic files and records for the office, including updating Graduate student records and programmatic status.

• Assist in the planning and execution of Graduate Studies events, including receptions, registration events, orientations, and recruiting events.

• Hire, train, schedule, and supervise student workers and GAs for the Office and the Program.

• Help the Graduate Recruitment Coordinator manage social media accounts, website information, newsletter publication, and text messaging platforms, including gathering information and completing posts as necessary. Coordinate with campus offices to ensure the currency of all publicly-facing information.

• Assist in preparing the Unit Plan and Assessment Reports.

• Assist in updating recruiting, admissions, & academic reports weekly for the Office.

• Attend all Graduate Council and program recruitment meetings, helping to prepare the agenda and meeting minutes.

Additional Duties

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned. The individual holding this position will serve as a representative of the University and, as such, shall promote a positive impression by demonstrating a collegial and professional customer-service approach at all times.

Knowledge, Skills and Abilities

Knowledge of general office operations;

Knowledge of department policies;

Knowledge of course offerings;

Excellent customer service and interpersonal skills;

Knowledge of computer programs, and typing skills;

Ability to communicate effectively orally and in writing;

Knowledge of accounting procedures;

Knowledge in processing data in the University database systems, such as Banner and the University's CRM.

Education and Experience

High school diploma/GED

Education substituted for experience? No

This position requires: 12 months of related experience

Experience substituted for education? No

Licenses, Certification or Registrations

None

Environmental Working Conditions Indoor Travel Requirements None Number of Vacancies Desired Start Date Physical Requirements

Standing: Under 1/3 of the time; Walking: Under 1/3 of the time; Sitting: Over 2/3 of the time; Using hands: Over 2/3 of the time; Reaching with hands and arms: Up to 2/3 of the time; Climbing or balancing: Under 1/3 of the time; Stooping, kneeling, crouching, or crawling: Under 1/3 of the time; Talking or hearing: Over 2/3 of the time.

This position requires lifting:

Up to 10 pounds: Up to 2/3 of the time; Up to 25 pounds: Under 1/3 of the time.

Open Date 05/03/2024 Close Date Open Until Filled Yes Special Instructions to Applicants Additional Statement

The University of Montevallo does not discriminate against job applicants based on their national origin or citizenship or immigration status. Because of the costs associated with visa sponsorship/transfer, the University typically will not sponsor applicants for a work visa or transfer of an existing visa. No commitment for visa assistance and/or sponsorship can be made until a thorough search is conducted, including a proper and methodical review of all applicants.

Diversity Statement

In keeping with the charge of the President's Diversity Task Force, which is "…to implement practices that help the University recruit and retain a diverse workforce and to foster initiatives that promote an inclusive campus environment," UM is actively seeking applicants who fully represent racial, ethnic, and cultural diversity.

EEO Statement

UM is an AA/EO/Veterans/Disability Institution

Quick Link https://jobs.montevallo.edu/postings/9074

Supplemental Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this employment opportunity?

• Public Job Posting

• Internal Job Posting

• Chronicle of Higher Education

• Diverse Issues in Higher Education

• HigherEdJobs.com

• HigherEdJobs/Affirmative Action Email List

• The Academic Network, Inc. MFAD (Minority Faculty Application Database)

• SREB (Southern Regional Education Board)

• Birmingham News

• Shelby County Reporter

• Birmingham Times

• Advertisement/Publication

• Indeed

• LinkedIn

• Personal Referral

• UM Website

• Agency Referral

• Other

Documents Needed to Apply

Required Documents

• Letter of Application

• Resume

Optional Documents