University of South Alabama hiring Program Assistant – 005263 in Mobile, AL

Position Number 005263

Position Title Program Assistant – 005263

Division Exec VP

Department 210250 – Office of Military Services

Minimum Qualifications

High school diploma or equivalent and four years of secretarial/clerical experience, one year of which was in a military services related setting. An equivalent combination of education and experience may be considered.

Preferred Qualifications

Job Description Summary

The University of South Alabama’s Office of Military Services is seeking to hire a Program Assistant. Interested candidates should apply to be considered.

Essential Functions

• Assists the Director in the day-to-day operations of the program.
• Provides program support, general office, administrative and secretarial duties with some variety and complexity.
• Serves as the office manager.
• Acts as the primary liaison to other offices within the University as well as external contacts.
• Maintains budget records, performs routine bookkeeping functions, and is responsible for financial accountability and reporting for the department.
• Supervises and trains other support staff and/or students.
• Arranges meetings, itineraries, and agendas for department.
• Complies and enters data and prepares reports.
• Purchases office and program supplies and materials.
• Manages several budget lines, financial reconciliation, P-Card processing, database management, event registration systems, and program support for department and student groups.
• Maintains ability to multitask, prioritize, and manage complex systems while adhering to USA and Veteran Administration policies and procedures.
• Acts as the first point of contact for all students, existing and new, as well as visiting parents and dignitaries.
• Maintains responsibility for all personnel action forms, work orders, student hiring and scheduling, position descriptions, recruitment processes, and other HR related functions for 25 VA work study students among other staff.
• Processes and posts leave requests for all staff members.
• Processes pay for VA Work Student students with the Regional Processing Center every 50 hours worked.
• Manages training requirements for all staff and students and maintains transcripts to validate training completion.
• Attends all VA Work Study Student training through the Veterans Administration Work Study Program in Muskogee, OK.
• Provides high level support to the Director of Veteran and Military Services and other professional staff members.
• Arranges conferences, seminars, appointments, and maintains calendars for all staff.
• Establishes, enforces, and follows internal processes and controls outlined in all USA and VA policies and procedures.
• Receives and manages phone calls from faculty, staff, students, and family members about services provided by the Office of Veteran and Military Services and responds to routine questions concerning veteran benefits.
• Travels to conferences in order to expand and maintain current knowledge base.
• Obtains and retains clearance and authorization by the Veterans Administration annually in order to remain an active School Certifying Official ( SCO ) as is required for accessing the Enrollment Manager System and for hiring VA work study employees.
• Attends required USA trainings.
• Resolves routine administrative problems.
• Handles confidential material with discretion.
• Creates, maintains, and updates files, databases, records, and reports.
• Serves as the building representative for the office.
• Assists with event planning for the office and sponsored student organization, the student Veterans Association.
• Assists with the management and programming of “Veterans Week”, “Memorial Day”, and “Purple Patriots” as well as all “Jaguar Boot Camp” sessions for faculty and staff.
• Manages, forecasts, and maintains the budget for all programs and events.
• Assists with the collection of all assessment data for all programs, events, and services provided by the office.
• Serves as the budget coordinator for all income and expense budgets for departmental accounts.
• Receives income for event registration, Paver Fund, and Scholarship Fund.
• Verifies and accounts for sensitive items including keys, and keeps a monthly inventory of equipment assigned to the department.
• Maintains all expense reports/ledgers for the department.
• Maintains paperwork for equipment purchases and disposal as needed.
• Makes travel arrangements and processes travel requests.
• Ability to work weekends and evenings during peak processing times.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime hours as required.
• Related duties as required.

Posting Information

Number of Vacancies 1

Position End Date (if temporary)

Job Open Date 06/28/2025

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