Executive Assistant College of Arts, Sciences, & Engineering

Job openings are posted for a minimum of seven days. This job may be removed from posting boards and filled any time after the minimum posting period has ended. The posted salary and/or position title may be adjusted dependent on the successful candidates education experience and unique qualifications as they relate to the position. Sponsorship is not available for any staff positions and unless otherwise indicated within the posting information is not available for most faculty positions.

This position provides administrative assistance to the dean and serves as the office manager facilitating all aspects of the administrative office of the college to ensure effective daily operations. This position deals with a variety of people: students faculty staff and the public by way of telephone calls office visits and written correspondence and ensures the uninterrupted flow of information. Sponsorship is not available for this position.

• Provide administrative support for all staff in the colleges administrative main office;
• Manage front office receiving/screening phone calls assisting visitors etc.;
• Coordinate deans and associate deans activities projects and needs including scheduling appointments and handling calendars;
• Schedule/coordinate chairs meetings and retreats send reminders attend to transcribe minutes and distribute;
• Prepare agenda and materials for college curriculum committee to include utilizing current software handling communication and taking/distributing minutes;
• Serve as liaison between the college administrative office and constituent groups;
• Utilize current software for managing room requests for space and approvals;
• Maintain a comprehensive list of college faculty and staff and manage college email listservs;
• Distribute/collect employment and evaluation materials for college faculty/staff in accordance with existing procedures;
• Coordinate information on various reports and requests from chairs and institutional research;
• Assist with college administrative assistant training/mentorship program;
• Handle communication between college administrative office and departments;
• Communicate with students as needed regarding addition to Lists awards etc.;
• Coordinate materials/communications with alumni donors friends and community members as needed;
• Develop and maintain office procedures and filing systems to ensure maximum efficiencies;
• Lead and maintain the organization of the supply room and inventories;
• Utilize software to access student services run reports etc.;
• Coordinate and disseminate college calendar;
• Review and prepare catalog edits publicity media displays etc.;
• Coordinate college van and golf cart reservations;
• Assist with supervision of and assignments for student employees when applicable;
• Monitor and maintain college webpages and email account;
• Serve as building coordinator and report office/building maintenance needs through current work request system;
• Serve on search committees as requested;
• Perform all other duties as assigned.

• High school diploma/equivalent required;
• Bachelors degree preferred;
• Five years of related experience is required.

• Ability to manage student records in current systems or the ability to learn quickly;
• Supervisory skills;
• High-level verbal and written communication skills to effectively interact and communicate with various levels and populations;
• Organizational skills to manage an office in an efficient manner;
• Ability to screen telephone calls visitors and incoming correspondence;
• Ability to file and retrieve information;
• Ability to type and proofread at a high level;
• Ability to adjust to changing office situations and to route calls emails written correspondence and individuals to the most appropriate source for the resolution of issues;
• Ability to think critically multitask prioritize work independently and use good judgement;
• Ability to travel intermittently to meet with prospectivedonors;
• Dynamic technology skills.

Applicants must upload a cover letter and resume at the time of application as well as provide contact information for at least three professional references including email addresses. For questions please email or call 256.765.4291 and select option #2. Selecting an option other than #2 will result in a delayed response.

UNA is an equal opportunity employer. We seek a wide range of applicants for our positions so that our core values will be affirmed.