University of South Alabama hiring Executive Assistant I – 005279 in Mobile, AL

Position Number 005279

Position Title Executive Assistant I – 005279

Division Research and Economic Development

Department 140410 – Office VP Research and Economic Dev

Minimum Qualifications

High school diploma or equivalent and six years of progressively responsible administrative and secretarial experience. An equivalent combination of education and experience may be considered.

Preferred Qualifications

Job Description Summary

The University of South Alabama’s Office of Research and Economic Development is seeking to hire an Executive Assistant I. Interested candidates should apply to be considered.

Essential Functions

• Provides administrative support to the Vice President for Research and Economic Development.
• Schedules and coordinates workshops, conferences, meetings, and other events.
• Serves as Banner super-user for the division.
• Participates in organizational and program matters utilizing an extensive knowledge of the division head’s jurisdiction, policies, and views.
• Makes travel arrangements, schedules, appointments, and maintains calendar for the VP.
• Prepares travel requests and travel reimbursement documents, personnel action forms, requisitions, purchase orders, and direct pays.
• Receives incoming mail.
• Orders and maintains office supplies.
• Assists with the collection of annual assessment data.
• Composes and responds to inquiries not requiring the personal attention of the supervisor.
• Prepares various letters, documents, and forms as directed.
• Researches, creates and/or edits complex reports and documents.
• Reviews and edits documents for accuracy and completeness.
• Maintains compliance with University Brand guidelines.
• Creates and/or edits PowerPoint presentations and other materials as requested.
• Serves as recording secretary at research committee meetings and prepares meeting minutes.
• Prepares research committee appointment letters as requested.
• Collects bi-weekly and monthly attendance reports from all Office of Research and Economic Development ( ORED ) staff for supervisor’s approval.
• Files signed/approved staff attendance reports within the appropriate personnel file and provides appropriate copies to supervisor for electronic timesheet approval.
• Completes special assignments as requested.
• Maintains confidential files and documents.
• Performs Notary Public duties.
• Supervises student assistant to include assigning duties and checking work.
• Regular and prompt attendance.
• Ability to work schedule as defined and additional hours as required.
• Related duties as required.

Posting Information

Number of Vacancies 1

Position End Date (if temporary)

Job Open Date 06/06/2025

Job Close Date

Open Until Filled Yes

Special Instructions to Applicants

Working Days Monday – Friday

Working Hours 8:00 a.m. – 5:00 p.m.

Job Location Main Campus

Full-time or Part-Time Full Time

Regular or Temporary Regular