What are the responsibilities and job description for the Program Assistant - 517315 position at The University of Alabama?
Pay Grade/Pay Range: 55 Hourly (non-exempt) - Minimum - $ 12.88 Midpoint - $ 18.81
Department/Organization: 212501 - Ed Leadership/Policy/Tech Studies
Normal Work Schedule: Monday - Friday 8:00am to 4:45pm
Job Summary: Under limited supervision, assists the department head or director in the day-to-day operations of a program. Oversees the program support, general office, administrative and secretarial duties with some variety and complexity. Typical duties may include overseeing some aspects of the program, acting as the main liaison to other offices within the University as well as external contacts, maintaining budget records, supervising other support staff and-or students, arranging meetings-itineraries-agendas, typing a variety of material, compiling data and preparing reports, and purchasing office and program supplies and materials.
Additional Department Summary: In this job the program assistant will track all expenditures and maintains the budget for the department. Approve all expenditures in the department in Concur, including professional development funds for faculty. Balance spreadsheets and send to Department Head and staff. Submit journal entries and departmental transfers. Enter Electronic Personnel Action Forms for faculty, staff and students. Train faculty and staff on Concur procedures and approval transactions. Oversee faculty travel expenditures and reimbursements. Supervise staff and manage department operations and workflow, manage e-Time for department. Assist faculty with Concur (invoices, travel requests and reimbursements), travel expense forms, essential spending forms, departmental transfer forms, miscellaneous disbursement vouchers, and P-Card reconciliation. Respond to general questions about the department and its various programs. Communicate and assist prospective graduate students about application process. Manage applications in Slate and assist Program Coordinator and faculty with review process. Initiate all required Graduate School DocuSign forms for students, communicate with Graduate School regarding student records. Create, manage electronic student files, student database and assist Program Coordinator and faculty with monitoring student progress. Assist Department Head and Program Coordinator with Course Schedule, faculty workload letters, adjunct faculty and Graduate Research/Teaching Assistant hiring paperwork. Assist Program Coordinator with Comprehensive Exams, new student orientation, special program/department events. Assist faculty and adjuncts with ordering textbooks, supplies, and other office supplies. Assist Department Head with various projects. Attend and record minutes for monthly meetings.
Required Minimum Qualifications: High school diploma or the equivalent and three (3) years of general office experience; OR Associate's degree and one (1) year of general office experience; OR a Bachelor's degree.
Skills and Knowledge: Knowledge of UA licensing approval procedures, procurement through BuyBama and procedures to make purchases through outside vendors when necessary, knowledge of P-card travel and non-travel purchases and reconciliation through Concur.
Preferred Qualifications: Experience with Excel and Budgeting
Background Investigation Statement: Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation and information obtained from social media and other internet sources. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. A candidate with a prior conviction or negative behavioral red flags will receive an individualized review of the prior conviction or negative behavioral red flags before a hiring decision is made.
Equal Employment Opportunity: The University of Alabama is an Equal Employment/Equal Educational Opportunity Institution. All qualified applicants will receive consideration for employment or volunteer status without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy, age, genetic or family medical history information, disability, protected veteran status, or any other legally protected basis, and will not be discriminated against because of their protected status. Applicants and employees of this institution are protected under Federal law from discrimination on several bases. Follow the link below to find out more. "EEO is the Law" Poster
