Lead Administrative Assistant - Academic

Alabama, United States
Salary Not Specified
Oct 12, 2020
Employment Level
Employment Type
Full Time

Position Details

Requisition Number


Home Org Name

Clinical Sciences

Division Name

College of Veterinary Medicine

Position Title

Lead Administrative Assistant - Academic

Job Class Code


Appointment Status


Part-time FTE

Limited Term


Limited Term Length

Job Summary

This position performs a variety of high level and complex administrative support duties and acts as lead administrative position in an academic department with multiple administrative support positions. Serves as day to day point person in the admin support areas of the VTH . Addresses workflow issues as they arise during the workday, and provides specialized training. Assists the Client Services Manager in identifying inefficient workflows and problem solving solutions. Reinforces policies and procedures and helps implement new training modules, as well as onboarding new employees to specific service areas. Must be collegial in all responsibilities, ethical, capable of handling confidential information, punctual, highly organized, and have the ability to multi-task. Specifically, this position will serve as a Lead for all the admin support functions during the regular working hours of the Auburn University Veterinary Teaching Hospitals and will be accountable to the Client Services Manager of the Veterinary Teaching Hospitals.

Duties will include but are not limited to the following: front-desk responsibilities such as opening client records, making appointments and taking payments as necessary for deposits and discharges for the VTH ; knowledge of the schedule and appointment module for clients of the Small Animal Teaching Hospital and communicating with the technicians, clinicians and clients; basic cashiering functions and receiving payments; responsibility for the accuracy and completeness of client records that are admitted to the Small Animal Teaching Hospital; ensuring records are opened properly and entries made as appropriate; ensuring that the medicals records are scanned and entered into the electronic medical record in a timely fashion; managing a multi-line phone switchboard answering calls from clients and referring veterinarians as well as hospital personnel; delivering phone messages per service protocols; maintenance of demographic information in the hospital information system and the use of this information in scheduling, recheck appointments and reminders as well as marketing when appropriate; communicating accurate information for services as well as the policies and procedures of the Auburn University Veterinary Teaching Hospitals to clients.

Essential Functions

1. As the lead, coordinates administrative activities of others in the department.
2. Resolves and responds to questions as they relate to policies and procedures.
3. May serve as personal administrative assistant to an Assistant Dean, department head or manager
4. Performs a wide variety of administrative duties, to include (but not limited to): budget tracking and coordination, human resources administration, coordination of large or complex projects or events, liaison to other departments, and purchasing or vendor/outside agency point of contact.
5. Performs a variety of office support duties, to include (but not limited to): typing and correspondence, filing folders, recordkeeping/compilation/data entry, preparation/processing forms, calendars and scheduling, mail distribution and outgoing mailings, travel/expense vouchers, telephones and greeting, and supplies and inventory or similar duties.
6. Duties may also include scheduling classrooms, entering course information into AU student scheduling system ( OASIS ), conducting teaching effectiveness surveys, ordering textbooks, addressing administrative issues related to student academic or financial status, and updating web site.

Education Level

High School diploma

Field of Study

Years of Experience


Area of Experience

Experience in administrative support services.

Requirements for Additional Job Levels

Education Level

Field of Study

Years of Experience

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Area of Experience

Requirements for Additional Job Levels

Minimum Skills and Abilities

Knowledge of office procedures and practices.

Minimum Technology Skills

Minimum License and Certifications

Desired Qualifications

Salary Grade


Salary Range

$25,000 - $41,700

Job Category

Office/Administrative Support

Working Hours if Non-Traditional

M-F 7:30 a.m. - 4:30 p.m. with some flexibility required

List any hazardous conditions or physical demands required by this position

Posting Date


Closing Date

EEO Statement

AUBURN UNIVERSITY IS AN AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER . It is our policy to provide equal employment opportunities for all individuals without regard to race, sex, religion, color, national origin, age, disability, protected veteran status, genetic information, sexual orientation, gender identity, or any other classification protected by applicable law.

Special Instructions to Applicants

Quick Link for Internal Postings

Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation
  2. Other
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How were you made aware of this opportunity?
    • AU Employment website
    • Employment websites (Indeed, HigherEd Jobs, etc.)
    • Veterans Assistance Services
    • Disability Assistance Services
    • Newspaper
    • Professional Journal
    • Listserv
    • HR email
    • Social Media
    • State Employment Service
    • Walk-in
    • Other
  2. * Please select the answer that best describes your current employment relationship with Auburn University.
    • Not a current Auburn employee
    • Current Auburn employee in position less than one year
    • Current Auburn employee in position more than one year
  3. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  4. * Do you have 6 years of experience in administrative support services OR a degree to use in lieu of years of experience?
    • Yes
    • No

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