Executive Assistant I - 003106 at University of South Alabama in Mobile, Alabama

Job Description:

Posting Details

Position Information

Position Number	003106
Position Title	Executive Assistant I - 003106
Division	Finance and Administration
Department	170000 - Office of VP Fin and Administration
Minimum Qualifications	High school diploma or equivalent and six years of progressively responsible administrative and secretarial experience. An equivalent combination of education and experience may be considered.
Preferred Qualifications
Job Description Summary	The University of South Alabama is seeking to hire an Executive Assistant I. Interested candidates should apply to be considered

Essential Functions

These are the job duties required of the position.

Essential Functions

Provides administrative support to the to the Chief Administrative Officer (CAO) and the Chief Facilities Management Officer (CFMO). Exercises discretion concerning highly sensitive and confidential information. Proactively manages schedules for the CAO and CFMO, scheduling appointments and managing conflicts as they arise. Schedules and plans complex and large meetings to include time, space and location. Schedules and plans conferences and events, including making facilities reservations, preparing and distributing invitations, ordering food, and coordinating wind-down activities. Prepares agendas and informs participants of topics to be discussed, researching necessary background information. Serves as recording secretary at meetings and prepares minutes. Serves as liaison between the CAO’s and CFMO’s offices and all other University offices and entities. Compiles information, drafts original documents and reviews forms requiring the CAO’s or CFMO’s signature. Makes travel arrangements and prepares travel itineraries. Prepares travel requests and travel and other expense reimbursement requests, personnel action forms, requisitions, purchase orders, direct pays/invoices, contractual agreements, journal vouchers, and other university forms. Submits time off requests for the CAO and CFMO and manages time off requests from direct reports. Orders and maintains office supplies and equipment, proactively anticipating needs. Receives, reviews and directs incoming mail. Composes and responds to inquiries not requiring the personal attention of the CAO or CFMO. Prepares various letters, documents, and forms as directed. Creates and/or edits complex reports and documents. Reviews and edits documents for accuracy and completeness. Answers telephones and directs calls. Maintains confidential files. Supervises student assistants to include scheduling, training, and approving timesheets. Regular and prompt attendance. Ability to work schedule as defined and additional hours as required. Related duties as required.

Posting Information

Number of Vacancies	1
Position End Date (if temporary)
Job Open Date	11/13/2024
Job Close Date
Open Until Filled	Yes
Special Instructions to Applicants
Working Days	Monday - Friday
Working Hours	8:00 a.m. - 5:00 p.m.
Job Location	Main Campus
Full-time or Part-Time	Full Time
Regular or Temporary	Regular

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you at least 18 years of age?
   • Yes
   • No
2. * Do you have a legal right to work in the United States?
   • Yes
   • No
3. * The University of South Alabama typically does not sponsor individuals for staff positions. Will you now or in the future require sponsorship for employment visa status?
   • Yes
   • No
4. * What is the highest level of education you have completed?
   • Less than High School
   • High School Diploma or equivalent
   • Associates Degree
   • Bachelors Degree (or will obtain within 6 months)
   • Masters Degree (or will obtain within 6 months)
   • Terminal Degree (or will obtain within 6 months)
5. * How many years of related experience do you have?
   • Less than 1 year
   • Between 1 - 3 years
   • Between 3 - 5 years
   • Between 5 - 7 years
   • More than 7 years
6. * How did you hear about this position?
   • USA website
   • LinkedIn
   • Zip Recruiter
   • Indeed
   • HigherEd Jobs
   • Alabama Career Center / Alabama Works
   • Facebook
   • Word of mouth
   • Other

Applicant Documents

Required Documents

Optional Documents

1. Resume
2. Cover Letter

The University of South Alabama is an EO/AA employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.

EO/AA Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.

Annual Security and Fire Safety Report
The University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at: http://www.southalabama.edu/departments/police/resources/fireandsafetyreport.pdf. You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.

PI254880635

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