Executive Assistant; Academic Affairs

Administrative Support PositionThis position provides comprehensive administrative and operational support to the Deputy Provost and the Associate Provost for Academic Excellence, ensuring smooth execution of the initiatives and key functions under their leadership across the division.

The role partners closely with other divisional administrative staff to ensure alignment, continuity, and seamless service across the division. Sponsorship is not available for this position.Essential Job DutiesProvide comprehensive administrative and operational support, including complex calendar management, meeting coordination, deadline tracking, and preparation of materials and briefings; Provide administrative support for shared governance and advisory committees, including scheduling, agenda development, documentation, and minutes; Provide administrative support for complex budgets across multiple funding sources, including operating funds, grants, and contracts; Assist with budget tracking, reconciliation, and supporting documentation to ensure expenditures align with university policies and applicable grant or contract requirements; Coordinate administrative aspects of grants and funded initiatives, including timelines, reporting requirements, and communication with other campus partners; Process financial transactions (requisitions, payments, reimbursements, and transfers) and maintain organized, audit-ready documentation and records; Serve as an administrative liaison with vendors, consultants, and service providers, including contract routing, documentation management, and invoice coordination; Serve as a primary point-of-contact for senior leaders within the division and manage communication/requests with professionalism, discretion, and timely follow-through; Exercise independent judgment in prioritizing requests, escalating issues as appropriate, and redirecting matters to the correct offices; Liaise effectively with faculty, deans, department chairs, staff, students, and external partners to support efficient coordination, problem resolution, and service delivery; Support office efficiency by standardizing workflows, maintaining tracking systems/templates, and proactively addressing bottlenecks to ensure consistent and timely execution; Maintain confidential electronic and physical records, ensuring accurate filing, version control, and appropriate retention of materials; Manage office communications and visitors, including responding to routine inquiries, triaging requests, and resolving matters that do not require higher-level attention; Support office operations, including supply inventory, equipment coordination, and maintenance or repair requests; Exercise independent judgment in prioritizing requests, escalating issues as appropriate, and redirecting matters to the correct offices; Perform all other duties as assigned.Additional Duties:To be determined.Minimum QualificationsHigh school diploma/equivalent is required; Bachelor's degree is preferred; Minimum of three years of administrative or related, professional experience is required; Experience providing administrative or other professional support within higher education, preferred.Licenses, Certifications, or Registrations:NoneSpecial Instructions to ApplicantsApplicants must upload a cover letter and resume at the time of application as well as provide contact information for at least three professional references. For questions, please email or call and select option #2. Selecting an option other than #2 will result in a delayed response.BenefitsStaff Benefit Summary - For more details regarding each benefit listed below, please visit the HR website at or click on the links below. The benefits premiums listed below are effective March 1, 2026.Health Insurance (Download PDF reader)UNA has a fully-insured group health insurance program with Blue Cross/Blue Shield of Alabama, which includes medical, prescription drug, vision, psychiatric, and substance abuse benefits for full-time university employees, and their eligible dependents. The University covers the full individual premium for eligible employees.Blue Cross Blue Shield of Alabama Health/Vision/RX – Monthly PremiumsTier Employee Cost UNA Cost Total Premium Employee $0.00 $728.36 $728.36 +Child(ren) $423.42 $778.36 $1,201.78 +Spouse $678.36 $778.36 $1,456.72 +Spouse & Child(ren) $786.88 $778.36 $1,565.24Dental Insurance (Download PDF reader)UNA also provides dental coverage through Blue Cross/Blue Shield of Alabama. The University covers the full individual premium for eligible employees.Blue Cross Blue Shield of Alabama Dental – Monthly PremiumsTier Employee Cost UNA Cost Total Premium Employee $0.00 $29.61 $29.61 Family $39.07 $29.61 $68.68Life InsuranceUNA provides all eligible employees with basic life insurance at no cost to the employee. The basic life coverage level is 1.5 times the covered employee's annual base salary with a maximum benefit of $400,000. Included with your basic life coverage is Accidental Death and Dismemberment coverage at 3 times the covered employee's annual salary. The provider for this coverage is Symetra. As a member of the Teachers' Retirement System of Alabama (TRS), eligible employees have life benefits available through the TRS. Also, for eligible active employees, a death benefit of the payment of accrued sick leave is paid to the employee's beneficiary by the University.Long-Term Disability InsuranceThis coverage provides benefits after a 90-day period of disability. The monthly benefit is 60% of the covered employee's monthly base salary not to exceed $10,000 per month. The cost for this benefit is paid in full by the University for eligible employees and the provider for this coverage is Symetra.Retirement PlansThe Teachers' Retirement System of Alabama (TRS) is a defined benefit plan in which participation is mandatory for eligible employees. Eligible employees are categorized by the TRS as Tier I or Tier II members.Rates below are effective as of October 1, 2025Tier I – Employee contribution rate is 7.5% for regular employees and 8.5% for law enforcement employees.Tier II – Employee contribution rate is 6.2% for regular employees and 7.0% for law enforcement employees.Voluntary TIAA-Cref 403(b) Plan – this retirement plan is a voluntary, supplemental, deferred compensation plan. Voluntary RSA-1 457 Plan – this plan is a voluntary, supplemental, deferred compensation plan offered by the Retirement Systems of Alabama.Supplemental (Voluntary) Benefits The University provide a $6.00 per month credit to eligible employees to offset the cost(s) for supplemental, voluntary benefits. All full-time regular employees are eligible for this benefit on the first day of the month following the completion of 90 days of employment.Flexible Spending Accounts – HealthEquityCancer Insurance – AllstateShort-Term Disability Insurance – Fort Dearborn LifeLife Insurance – SymetraAccident Coverage – SymetraCritical Illness Insurance – SymetraHospital Indemnity Coverage – SymetraVision Insurance – Vision Blue by VSPAir Evac LifeteamLong-Term Care Insurance – LTCi PlansRemission of Tuition and Fees UNA provides remission of tuition to eligible employees and to their spouses and qualified dependent children.Paid Time Off Annual Leave (Download PDF reader) – Annual leave is accrued for each hour worked. During the first 2 years of employment, the accrual is 10 workdays. After completion of 2 years of continuous service, eligible employees are entitled to 12 days of annual leave and, for each additional year of service, annual leave is increased by one day per year to a maximum of 20 days after 10 years. Sick Leave (Download PDF reader) – Full-time regular staff members are entitled to 96 work hours (12 workdays) of sick leave each year at the employee's regular rate of pay regardless of length of service. Paid Holidays – Full-time, regular staff employees are eligible for paid holidays.Miscellaneous BenefitsUniversity ID Card (Mane Card)Athletic Ticket DiscountsUniversity Bookstore DiscountFree ParkingCredit Union MembershipKilby Laboratory SchoolEmployee Wellness CenterEmployee Wellness ProgramFaculty/Staff Meal PlanTravel Assistance (Download PDF reader)Identity Theft Assistance (Download