Administrative Secretary bei Alabama State University

About the Department

Alabama State University, Office of Student Affairs, invites applications to fill the position of Administrative Secretary.  The Administrative Secretary will provide critical administrative support to Campus Life, with a primary focus on Housing, Residence, and Student Life. This position supports the staff by overseeing tasks related to organization, communication, scheduling, and administrative processes.  The Administrative Secretary reports to the Assistant Vice President for Student Affairs and Enrollment Management/Housing and Residential Life and will assist in managing the daily operations of the Office of Housing and Residential Life and the Office of Student life.    The role emphasizes experience with PeopleSoft to handle processes such as travel arrangements, requisitions, purchase orders, contracts, and letters of determination.
  
  Duties and Responsibilities: 

• Provide administrative and marketing support to the Assistant Vice President for Student Affairs and Enrollment Management / Housing and Residence Life (Campus Life) and employees within the area to include Assistant Director of Housing and Residence Life, Assistant Director of Student Life, and Coordinators
• Manage and maintain confidential and time-sensitive materials
• Answer and direct phone calls and emails to appropriate personnel
• Assist with scheduling and coordinating meetings and events
• Prepare and edit correspondence, reports, and other documents
• Manage the Student Life Office’s filing system and ensure proper organization and storage of documents and content
• Maintain the Student Life Office’s social media accounts and ensure regular updates
• Maintain the Student Life Office’s website and ensure regular updates
• Monitor and respond to inquiries and comments on social media and other digital platforms
• Process travel arrange, requisitions, purchase orders, contracts, and letters of determination using PeopleSoft
• Perform other duties as assigned

Minimum Qualifications

An Associate degree in Secretarial Science, Office Administration or other appropriate field with one year of administrative or secretarial experience or a certificate in Secretarial Science with 2 years of administrative or secretarial experience required.
A typing proficiency exam of 40 net words per minute is also required. To be considered for this position, typing proficiency results must be submitted to the ASU Office of Human Resources by the announcement closing date.
 
 Proficiency exams administered by ASU's College of Education, and state Career Service Centers are accepted.   You may contact the College of Education by calling (334) 229-4632 or email [email protected] to schedule a typing proficiency exam, or contact your local career center for an appointment.

Required skills and experience:

• Proven experience as an Administrative Secretary or similar administrative role
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines
• Excellent communication skills, both verbal and written
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Knowledge of social media platforms, video editing software, and other digital tools
• Ability to work independently and as part of a team
• Strong attention to detail and accuracy
• Ability to maintain confidentiality and handle sensitive information with discretion

Other Qualifications

EEOC STATEMENT:
It is the policy of Alabama State University to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. 
 
SUPPLEMENTAL INFORMATION:
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
 
Federal law requires identity and employment eligibility verification on Form I-9 within three (3) business days of employment.
   
 All positions require the passing of a background check and some the passing of a drug screen.