Senior Administrative Assistant, Financial Services/University Media & Public Re

Overview

This position is responsible for providing assistance to both the Executive Directors for Financial Services and University Media and Public Relations to ensure the departments run smoothly, with transparency and efficiency in all transactions. Primary responsibilities include all duties relating to accounts payable, accounts receivable, and reconciling to the general ledger for the UNA Foundation, as well as providing administrative support to media and public relations. This is a 10-month position with specific start and end dates to be determined. Sponsorship is not available for this position.

Primary Accounting and Financial Responsibilities

• Track, process, and reconcile financial transactions, including requisitions, vendor invoices, p-card reconciliations, travel reimbursements, and budget tracking;
• Prepare and process Foundation payment requisitions; assist department staff and university personnel with accurate completion of requisitions;
• Reconcile scholarship payment processes and pledges to the Foundation;
• Assist with creation, processing, and reconciliation of payments to external vendors;
• Perform data entry of payment and receivable information into accounting systems;
• Reconcile accounts receivable data with bank records to ensure accuracy;
• Create and maintain detailed expense reports;
• Assist in the preparation of financial documents and other business-related materials;
• Digitize and archive financial documents into electronic accounting systems and digital storage platforms;

Administrative and Office Support Functions

• Support both supervisors in coordinating office operations, including preparing communications, maintaining calendars, scheduling meetings and logistics, formatting documents, compiling reports, answering phones and emails, directing inquiries, and greeting visitors;
• Serve as the first point of contact for visitors and external inquiries, providing professional assistance or appropriate referrals;
• Organize, maintain, and archive both electronic and paper records;
• Manage ordering, tracking, and inventory of office and promotional supplies;
• Perform all other duties as assigned.

ADDITIONAL DUTIES

To be determined.

Knowledge, Skills, and Abilities

• Excellent organizational skills and attention to detail;
• Experience with and the ability to handle sensitive and confidential information;
• Ability to work independently to achieve specific results within a prescribed time frame;
• Ability to communicate effectively with a diverse array of coworkers, administrators, faculty, staff, parents, vendors, management, and the general public;
• Skills using software such as Microsoft Word and Excel;
• Demonstration of professional business ethics.

Qualifications

• High school diploma/equivalent is required;
• Some college education is preferred;
• Minimum of one year of related work experience is required;
• Previous work experience in accounts payable, accounts receivable, or similar fields related to accounting will be given preference.

Applicants must upload a resume at the time of application and provide contact information for at least three professional references. For questions, please email employment@una.edu or call 256.765.4291 and select option #2. Selecting an option other than #2 will result in a delayed response.