Job Location : Huntsville,AL, USA
The Administrative Assistant provides administrative support to the department, its faculty, staff, and students. This position ensures smooth day-to-day departmental academic and research operations through efficient and effective coordination of administrative functions, departmental events, financial processes, academic support, and student services.
Duties/Responsibilities
Manage calendars for the department and supervisor
Maintain department directory, office assignments, and faculty files
Process key requests and manage computer lab key inventory
Submit and track maintenance and facilities work orders
Order and maintain office, classroom, and lab supplies
Facilitate travel arrangements for faculty, staff, students, and visitors
Schedule room assignments for GTAs/GRAs each semester
Assist with TimeClock PLUS timekeeping system
Create and update course schedules using Excel and coordinate submissions with the Chair
Coordinate textbook orders with the bookstore and maintain textbook adoption lists
Provide administrative assistance to faculty and students on class- and university-related issues
Support the Chair with preparation of semesterly reports and special projects
Enter, update, and monitor approval of ePAFs and eLabor Reports for faculty, staff, and students
Determine summer salaries for faculty paid from research funds
Assist with preparation, setup, and logistics for department events and faculty meetings
Maintain part-time instructor files, credentials, and nomination forms
Supervise and approve work of the Staff Assistant and Student Office Assistants
Organize, attend, and record minutes at departmental meetings
Maintain and manage departmental files and documents on shared servers
Manage departmental operating budget; reconcile with Banner
Distribute and explain monthly budget statements to faculty/Principal Investigators
Perform budget analyses and forecasts for department accounts
Prepare financial documents and reports for submission to the Board of Trustees
Plan and coordinate visits for seminar speakers, visiting scientists, and faculty candidates
Organize and manage new graduate student orientation and related communication
Assist Chair with updates to undergraduate and graduate curricula and academic catalogs
Prepare presentation materials for orientation and departmental meetings
Serve as liaison to students, parents, faculty, and staff for HR, travel, payroll, and purchasing
Prepare and manage Graduate Research and Teaching Assistant (GTA/GRA) contracts
Coordinate dissertation/thesis approval cycles and GTA credential forms
Support scheduling of graduate student exams and milestones (prelims, qualifying exams)
Analyze graduate programs of study and assist in scheduling courses and submitting academic forms (e.g., M.S., Ph.D., JUMP programs)
Track and submit changes to program of study and exam notifications/reports
Perform other duties as assigned
Minimum Requirements
Bachelors degree, 3-5 years full-time verifiable relevant administrative work experience or an equivalent combination of education and years of experience
Proficiency in Microsoft Office
Ability to read and interpret budget statements
Ability to utilize Google Drive file system
Excellent communication and interpersonal skills
Ability to manage multiple concurrent tasks
Strong interpersonal skills
Excellent verbal and written communication skills
Desired Qualifications
Bachelor's degree is preferred
Experience in an academic environment
Proficiency with Banner, Argos, Degree Works
Salary: $40,000 - $45,000
Qualified candidates must utilize the provided link to complete and submit a university employment application for consideration.