Administrative Assistant II

Position Information

Posting Number S1500624 Job Title Administrative Assistant II Position Number O10107 Division Academic Affairs/Provost - ACA Department Behavioral and Social Sciences Department FLSA Non-Exempt Salary Grade 109 Salary Classification Classified Annual Salary Range Hourly Salary Range $13.00 - $16.80 Employment Status Full Time 12 Mos Regular General Description

The purpose of this position is to provide secretarial and clerical support for the department chair and faculty in the Department of Behavioral and Social Sciences (BSS).

Essential Job Duties

1.Serve as receptionist for the BSS Department office. Sort and distribute mail. Respond to telephone calls, emails, students, and visitors by providing information, relaying messages, and making referrals to appropriate offices.

2.Serve as office manager for the BSS Department office by overseeing the effectiveness and efficiency of day-to-day operations.

3.Hire, train, schedule and supervise student workers.

4.Order equipment and office supplies for the department office and for members of the department. Conduct annual inventory of equipment in keeping with university requirements.

5.Maintain up-to-date, confidential student records related to admissions, scholarships, and awards.

6.Maintain up-to-date, confidential personnel files for full-time and adjunct faculty.

7.Process purchase orders for equipment and supplies, reimbursements for travel, and requests for Foundation account expenditures.

8.Reconcile and monitor department budget.

9.Coordinate textbook orders for each term and relay to Bookstore in a timely manner.

10. Prepare documents such as memos, spreadsheets, reports, newsletters, handbooks, and correspondence.

11. Make photocopies for members of the department.

12. Coordinate administration of student evaluation of teaching and compile results.

13. Enter class schedules in Banner. Assist students and faculty with advising and registration.

14. Assist with the development and compilation of accreditation and/or program review reports.

15. Prepare adjunct PAFs and other personnel paperwork.

16. Serve as technology assistant for the department. Coordinate the purchase of equipment, perform basic trouble shooting, and report problems to Technology Services.

17. Maintain department calendar and schedule use of all department facilities.

18. Provide support for search committees with interview schedules, travel arrangements, and reimbursements.

19. Assist with departmental special events and ceremonies (preparing and sending invitations, ordering food, overseeing set up, etc.)

20. Attend department and advisory board meetings and record minutes.

21. Maintain department webpages.

22. Assist the chair in monitoring the physical building systems, and notify the physical plant when repairs are needed (prepare work orders, etc.)

23. Collect updated vitas from professors annually; collect syllabi for all department courses

24. Update and maintain departmental forms

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.

Additional Duties

Manage departmental video library; supervise the preparation of large departmental mailings (i.e. newsletters, brochures, questionnaires) editing/ proofreading as needed; assisting students with various problems; compile course evaluations; assist new hires and adjuncts in getting established with classrooms, technology, paperwork, keys, etc. Follow-up on book orders with the UM bookstore, send departmental correspondence to prospective students and newly admitted students; assist professors with course evaluations each semester; inform students of class cancellations as needed; proctor exams and finals as needed; coordinate all departmental and program-specific receptions and events as needed including; Homecoming, BSS faculty social, fundraisers, club functions, etc.

Knowledge, Skills and Abilities

Knowledge and use of office management procedures;

Excellent customer service skills;

Knowledge of Microsoft Office, Publisher, Excel, FrontPage, and Banner;

Ability to prioritize and execute multiple tasks and projects;

Ability to organize and manage time wisely;

Ability to exercise discernment and good judgment in making decisions;

Ability to resolve issues that students/ professors may have;

Ability to handle sensitive issues and problems discretely for students and professors;

Ability to maintain a professional, friendly office that is welcoming to students, parents, and guests;

Excellent oral and written communication skills;

General knowledge of University operations, policies and procedures.

Education and Experience

High School diploma/GED; Some College or Bachelor's Degree preferred.

Education substituted for experience? No

This position requires: 3 years of related experience. Work experience in a Higher Education setting is preferred.

Experience substituted for education? No

Licenses, Certification or Registrations

None

Environmental Working Conditions Indoor and Outdoor Travel Requirements Number of Vacancies Desired Start Date Physical Requirements

Standing: Up to 2/3 of the time; Walking: Up to 2/3 of the time; Sitting: Over 2/3 of the time; Using hands: Over 2/3 of the time; Reaching with hands and arms: 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.

This position has the following special vision requirements:

No special vision requirements.

Open Date 03/13/2024 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/8906

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