Administrative Assistant III

Job description

Position Information Posting Number S Job Title Administrative Assistant III Position Number O00560 Division Academic Affairs/Provost - ACA Department College Education Dean's Office FLSA Non-Exempt Salary Grade 108 Salary Classification Classified Annual Salary Range Hourly Salary Range $11.76 - $15.69 Employment Status Full Time 12 Mos Regular General Description The purpose of this position is to provide administrative assistance to the Dean by performing various secretarial and independent office support functions and managing the daily operation of the office. Provide support for maintaining accreditation status in the College of Education. Essential Job Duties 1. Serve in the capacities of secretary, office assistant, and receptionist with clerical duties to include answering and directing telephone calls, responding to inquiries, sorting mail, ordering office supplies, and other clerical duties as required. 2. Track CEHD Dean's budgets; prepare POs, requests for payment, and transfer requests; complete Foundation forms; and monitor CEHD Foundation accounts. Maintain and reconcile budgetary spreadsheets. Submit work orders. 3. Support CEHD accreditation efforts; maintain and update assessment databases in Microsoft Access; compile unit and program assessment reports; maintain electronic exhibit files; LiveText Administration. 4. Maintain the Dean's calendar, schedule meetings, and prepare travel documents. 5. Produce documents requiring the Dean's signature, forward to the appropriate office, and maintain file copies. 6. Plan and coordinate CEHD special events; arrange catering and decorations, and prepare invitations, announcements, and thank you notes; manage budgets. Assist with other College events as needed including Montevallo Connection meetings. 7. Maintain CEHD websites. 8. Hire and supervise work-study students, and approve time sheets. 9. Manage and monitor the Minority Educators Scholarship Program 10. Maintain databases, and prepare reports as necessary; run reports in Argos as needed. 11. Take minutes for CEHD college meetings and disseminate electronically. Assist dean with searches, committee minutes, notes, and other correspondence. 12. Establish and maintain personnel files for faculty, adjuncts, and staff in the CEHD. Type personnel action forms, gather vitae and syllabi each semester; gather data, organize and post for SACS. Assist the Dean with adjunct and summer budgets. 13. Assemble course teaching evaluations, duplicate, and disseminate results to departments. Assist with typing comments, and assist with course change forms. 14. Provide Kappa Delta Pi (KDP) and Montevalllo Connection Support. Additional Duties Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned. The individual holding this position will serve as a representative of the University and, as such, shall promote a positive impression by demonstrating a collegial and professional customer-service approach at all times. Knowledge, Skills and Abilities Familiarity with higher education work environment; Familiarity with academic accreditation; Familiarity with data management and reporting; Knowledge of administrative/clerical support procedures; Knowledge of Microsoft Word, Excel, Access, PowerPoint and FrontPage Education and Experience The educational requirement for this position is: High school/GED Education substituted for experience? No This position requires: 2 years related experience; experience with Microsoft Access strongly preferred. Experience substituted for education? No Licenses, Certification or Registrations None Environmental Working Conditions Indoor Travel Requirements Number of Vacancies 1 Desired Start Date Physical Requirements The physical activities required for this position involve: Standing: Under 1/3 of the time; Walking: Under 1/3 of the time; Sitting: Up to 2/3 of the time; Using hands: Over 2/3 of the time; Reaching with hands and arms: Up to 2/3 of the time; Climbing or balancing: Under 1/3 of the time; Stooping, kneeling, crouching, or crawling: Under 1/3 of the time; Talking or hearing: Over 2/3 of the time. This position requires lifting: Up to 10 pounds: Up to 2/3 of the time; Up to 25 pounds: Under 1/3 of the time. This position has the following special vision requirements: No special vision requirements. Open Date 02/27/2023 Close Date Open Until Filled Yes Special Instructions to Applicants Additional Statement The University of Montevallo does not discriminate against job applicants based on their national origin or citizenship or immigration status. Because of the costs associated with visa sponsorship/transfer, the University typically will not sponsor applicants for a work visa or transfer of an existing visa. No commitment for visa assistance and/or sponsorship can be made until a thorough search is conducted, including a proper and methodical review of all applicants. Diversity Statement In keeping with the charge of the President's Diversity Task Force, which is " to implement practices that help the University recruit and retain a diverse workforce and to foster initiatives that promote an inclusive campus environment," UM is actively seeking applicants who fully represent racial, ethnic, and cultural diversity. EEO Statement UM is an AA/EO/Veterans/Disability Institution Quick Link Supplemental Questions Required fields are indicated with an asterisk ( ). How did you hear about this employment opportunity? Public Job Posting Internal Job Posting Chronicle of Higher Education Diverse Issues in Higher Education HigherEdJobs/Affirmative Action Email List The Academic Network, Inc. MFAD (Minority Faculty Application Database) SREB (Southern Regional Education Board) Birmingham News Shelby County Reporter Birmingham Times Advertisement/Publication Indeed LinkedIn Personal Referral UM Website Agency Referral Other Documents Needed to Apply Required Documents Letter of Application Resume Optional Documents