Administrative Assistant - The University of Alabama in Huntsville : Job Details

Purpose of the Position:

The Administrative Assistant will provide administrative and technical support for the Education Student Services Office, which houses academic advisors, internship coordinators, and certification services. The Administrative Assistant will maintain student and programmatic databases and coordinate internship placements for students in select non-licensure and advanced licensure programs. This position is budgeted for 32 hours a week, with full-time benefits.

Duties/Responsibilities

* Serve as primary point of contact and provide administrative support for the Education Student Services Office (ESSO). Schedule meetings and appointment requests for ESSO staff.

* Handle initial customer service for the ESSO and Dean's Office personnel, fielding calls, greeting and directing visitors, responding to inquiries, and initiating problem resolution.

* Manage and update records in student information databases external to Banner and assist with compiling data for university, state, and federal reports. Serve as the college's primary administrator for the Tk20 student information database (or its successor).

* At the direction of ESSO staff, send student placement requests to internship and field experience sites. Track the status of placement requests and ensure ESSO staff are fully informed of placement statuses in a timely manner.

* Coordinate with academic departments, ESSO staff, and the college Resource Manager to manage onboarding and semester offer letters for internship supervisors.

* Manage draft, track, and ensure complete execution of MOUs with various external constituencies, especially internship sites.

* Screen and route student internship applications.

* Manage and coordinate student internship placements/residencies/practica for students in select non-licensure and advanced licensure programs. This will involve outreach to and relationship building with local internship sites, familiarity with academic programs and related internship requirements, interactions with students and faculty to assess internship needs, and coordination with academic departments to hire appropriate internship site supervisors as needed.

* Assist ESSO staff with design and distribution of informational materials in traditional and digital formats.

* Assist ESSO and departmental staff with onboarding and management of student ambassadors.

* Edit college website pages upon request of ESSO staff and with approval of the Associate Dean.

* Support ESSO staff in the planning and execution of events, particularly internship receptions and advisory council meetings.

* Prepare and submit various reports on behalf of the ESSO and the Dean's Office as required.

* Coordinate printing and mailing of teacher certification applications each semester.

* Serve as a resource for ESSO staff, interpreting and effectively communicating university and college policies and procedures.

* Assist with special projects as assigned.

Minimum Requirements:

Bachelor's degree or an equivalent combination of education and years of experience

3-5 years of full-time verifiable relevant administrative work experience.

Proficiency in Microsoft Office Suite, particularly Excel is required.

Excellent written and verbal communication and interpersonal skills.

Desired Qualifications:

Bachelor's degree is preferred.

Professional experience in an academic setting is preferred.

Experience with Banner is preferred.

Published Salary (if available):

$32,000 - 33,000 ($40,000 - $41, 250 1.0 FTE)

Advertised: May 31 2024 Central Daylight Time

Applications close: