Administrative Assistant II

Tuscaloosa, Alabama, United States

Engineering

Administrative / Professional

Regular Full-time (Benefits eligible)

Closing at: Aug 8 2025 - 22:55 CDT

Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)

Department/Organization: 214271 - Mechanical Engineering

Normal Work Schedule: Monday - Friday 8:00am to 5:00pm

Job Summary: The Administrative Assistant II provides administrative support for the operations of unit. Performs moderately complex and well documented administrative tasks. Acts as office liaison/receptionist. Receives and routes phone calls, emails, and/or guests. Maintains files and enters data. Drafts and sends communications on supervisor/departmental staff behalf. Reconciles P-Card/Concur for other staff/faculty against departmental budget. Performs some simple budget monitoring/entry. Operates standard office equipment such as personal computers, copiers, fax machines, etc.

Additional Department Summary: Provides administrative and operational support for the Mechanical Engineering (ME) department to ensure smooth general operations of the ME departmental suite. Oversees general office, administrative, and secretarial duties with some variety and complexity. Coordinates the Department Head’s calendar. Organizes departmental events including faculty meetings, prospective student visits, faculty candidate itineraries, seminar speakers, advisory board meetings, etc. Performs course and room scheduling. Works with a variety of software to assist with course/curricular materials related to ME programs. Processes purchasing paperwork for academic programs. Assists other administrative staff within the department, which includes serving as back-up to the Purchasing Assistant and Student Services Assistant.

Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.

Skills and Knowledge: Exceptional organizational, time-management, and public relations skills. Strong written and verbal communication and provide customer friendly service. Efficient and accurate computer and data entry skills with proficiency in office software (Microsoft Office Suite, Google Workspace, etc.). Familiarity with academic systems (Banner, Concur, Astra, etc.). Punctual and reliable. Ability to exercise discretion and professionalism in handling sensitive information. Ability to work collaboratively in a dynamic setting. Ability to work independently, multitask, and prioritize effectively.

Preferred Qualifications: Experience with UA operating software programs, including Banner, Astra, and Concur, and knowledge of UA's financial and purchasing policies and procedures. Experience with budgetary and purchasing responsibilities, which includes reconciling credit card statements in Concur and processing purchase orders in buyBAMA.

Background Investigation Statement: Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation and information obtained from social media and other internet sources. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. A candidate with a prior conviction or negative behavioral red flags will receive an individualized review of the prior conviction or negative behavioral red flags before a hiring decision is made.

Equal Employment Opportunity: The University of Alabama is an Equal Employment/Equal Educational Opportunity Institution. All qualified applicants will receive consideration for employment or volunteer status without regard to any legally protected basis and will not be discriminated against because of their protected status. Applicants and employees of this institution are protected under Federal law from discrimination on several bases. More information is available in the EEOC’s Know Your Rights: Workplace discrimination is illegal poster.