Executive Assistant I - 530774

Pay Grade/Pay Range:  Minimum: $21.44 - Midpoint: $26.83 (Hourly N6)

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Department/Organization: 800101 - VP Student Life

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

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• Job Summary: The Executive Assistant I provides administrative support for a
• Dean, Assistant/Associate Vice President, or position of comparable size, scope,
• and complexity. Performs complex and non-routine administrative tasks. Acts as
• liaison of the executive and their office. Drafts and sends communications on
• executive’s behalf. Manages the office of the executive to include supervision
• of office staff. Oversees maintenance of all files, records, and reports.
• Oversee and works on special projects.

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• Additional Department Summary: Serves as the primary support for the Assistant
• Vice President of Student Life. Plans, coordinates, and supports the day-to-day
• general fiscal, administrative, and operational components of the Office of the
• Vice President for Student Life. Supports the Student Life Development Officer.
• Hires, schedules, and supervises student office assistants. Makes purchases to
• maintain office supplies and equipment needed for office operations. Reconciles
• p-card transactions for the Office of the Vice President. Serves as the primary
• back-up to the Executive Assistant to the Vice President of Student Life to
• provide continuity of office operations. Works in close collaboration with
• Student Life Business Services to ensure both institutional and divisional
• business policies are followed, and as appropriate, communicated on behalf of
• Business Services and/or the Vice President, any messages that need to be
• delivered to the division and/or department heads or supervisors within Student
• Life. Provides direct support for the Student Life Development Officer which
• includes, but is not limited to, documenting communication in, and researching
• details in, the University's donor database. Manages the Development Officer's
• annual budget with tasks such as researching and maintaining options for best
• fiscal use of budget funds for donor gifts, purchasing donor gifts,
• reconciliation of p-card, and processing monthly reports with Student Life
• Business Services. Assists with organizing meetings with donors and other
• external partners on behalf of the Development Officer. Provides support for
• some of the HR functions of the VP's Office, which includes, but is not limited
• to, updating and maintaining divisional staffing documentation and posting job
• positions on external websites. Completes required training and promoting a
• safe, hospitable, and respectful workplace. Reviews required training reports
• and communicates with department heads on those non-compliant to ensure
• compliance by any required deadlines Has personal accountability for financial
• reporting and responsibility for establishing, enforcing, and following internal
• processes and controls as outlined in UA policies and procedures.

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• Required Minimum Qualifications: High school diploma or GED and five (5) years
• of administrative experience; OR associate’s degree and three (3) years of
• administrative experience; OR bachelor's degree and one (1) year of
• administrative experience.

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• Skills and Knowledge: High proficiency in Microsoft Excel. Reflects initiative,
• judgment, and professionalism with the many campus stakeholders that this
• position engages with on a daily basis, including but not limited to students,
• parents, divisional and institutional colleagues, and donors. Strong
• communications skills are needed in a variety of settings: in person, over the
• phone, video conferences, and written communication. Demonstrated commitment to
• supporting all students.

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Preferred Qualifications: Office administration experience. Experience

supervising students.

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• 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.

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• 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

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