Department: Management, Marketing & Logistics
Locations: Normal, AL
Posted: Feb 14, 2023
Closes: Open Until Filled
Position ID: 159097
About Alabama A &M University :
Alabama A&M University (AAMU), an 1890 Land-Grant institution located in the
high-tech center of Huntsville in northern Alabama, invites applications for
the positions listed below. Situated in the northeast quadrant of the city of
200,000, the hillside campus is just four miles away from downtown Huntsville.
AAMU offers its 6,100-student population a wide range of course offerings
under the College of Agriculture, Life and Natural Sciences; College of
Business and Public Affairs; College of Education, Humanities and Behavioral
Sciences and College of Engineering, Technology and Physical Science. The
School of Graduate Studies serves about 1,400 and offers doctoral degree
programs in Applied Physics, Food Science, Plant/Soil Science and
Reports to the unit head or department chairperson and may supervise all other
secretaries and student assistants assigned to the unit or department office.
Organizes and implements procedures for executing various administrative
Essential Duties and Responsibilities:
Reports to the unit head or department chairperson and may supervise all
other secretaries and student assistants assigned to the unit or
Organizes and implements procedures for executing various administrative
Compiles factual information from files, records, publications, and other
sources and tabulates this information following standardized report
Determines when pertinent materials for the files should be attached to
certain documents with which the supervisor must deal.
Reviews incoming correspondence to promptly alert the supervisor to
matters of particular concern or interest and to transmit routine
correspondence to an appropriate office for action.
Composes drafts of reports and letters for the supervisor's review and
transmits replies to routine correspondence on the supervisor's behalf.
Assists in arranging meetings of the unit's staff or faculty and serves as
Takes dictation or transcribes from electronic dictating equipment in
preparing finished correspondence, reports, or materials as assigned
Types minutes, correspondence, and other documents relating to the
operation of the unit or department and proofread these materials to
ensure their accuracy.
Establishes and maintains accurate and current files of letters, reports,
records, and other documentary materials and ensures that information in
these files is confidential.
Answers the telephone, places call, makes appointments and reservations,
receives visitors, and functions as an office receptionist.
Performs any other duties that the immediate supervisor may assign.
Provides administrative services to the Department of Management,
Marketing & Logistics faculty, Program Coordinators, and students.
Gatekeeper for the Chair of Management, Marketing & Logistics programs and
provides administrative services.
Manages the faculty's requests for requisitions, encumbrances, ePAFs,
student scholarships/stipends, purchase orders, quotes, office and lab
supplies, typing/editing documents, papers, exams, and spreadsheets.
Contacts appropriate departments to obtain instructions on processing
payroll issues, accounts payable and budget issues, course registration,
graduation requirements and forms, and student admissions.
Maintains the budget by utilizing the Banner software for producing budget
transfers, requisitions, and reimbursements, as well as keeping track of
Provides academic statistics of our Management, Marketing & Logistics
students and submits forms.
Manages Management, Marketing & Logistics department accounts such as
reimbursements, placing purchase orders, and deposits checks of funds.
Independently develops and maintains alumni database contact information
by tracking phone, email, and employment information.
Serves as Liaison between the computer technician and department computer
users. Reports to the computer technician all computer hardware and
software issues and is knowledgeable enough to troubleshoot some problems
Supervises bi-weekly students with copying documents, answering the phone,
etc. Assists with managing graduate assistants under the direction of the
instructors/chair. Handles submitting all payroll paperwork for students.
Helps welcome first-time freshmen by encouraging them to visit the
department, introducing them to our curriculum, and having them speak with
Assists students with AAMU procedures and policies.
Assists students by performing the task on Banner using the Registration
Permit-Override form to add courses that need pre-requisite approval,
capacity override, or consent of the instructor. In some cases, we use
paper override forms.
Provides a direct line to students to assist them with departmental
policies or direct them to departments that can address their problems.
Organizes the department meetings by ordering refreshments and
transcribing the minutes and departmental meetings.
Responsible for submitting and tracking requisitions, EPAFs, and budget
paperwork for Contracts or Grants as requested by faculty.
Minimum Position Requirements (including certifications, licenses,
A Bachelor's degree.
Two (2) years of administrative or clerical experience.
Knowledge, Skills, and Abilities:
Extensive knowledge of office management policies, practices, and procedures
Ability to compose and prepare reports, records, and correspondence
Ability to exercise judgment and discretion in interpreting and applying
operational policies and procedures
Ability to understand and execute complex written· and oral instructions
Ability to make accurate calculations and deal with statistical data
Ability to take dictation and to operate a word processor at a corrected rate
of sixty words per minute
Knowledge of supplies, equipment, and services ordering and inventory control
Knowledge of Microsoft programs, including Excel, Word, and PowerPoint
Working knowledge of office management proactive and procedures
Working knowledge of business English, spelling, and commercial mathematics
Skill in the use of operating essential office equipment
Organizing and coordinating skills
Word processing and data entry skills
Ability to compose and prepare accurate reports, records, and correspondence
Ability to prepare and maintain complex clerical files, including statistical
reports and materials
Ability to deal effectively with the public in giving and obtaining
information, referring callers, and arranging appointments
Ability to maintain the confidentiality of records and information
Ability to communicate effectively, both orally and in writing
The salary for each position is based on the grade/tier in which the position
is placed, and the salary within the grade/tier is based on the number of
years of related experience or number of years in the hiring rank.
CLOSING DATE: Open Until Filled
Alabama A&M University is an Equal Opportunity/Affirmative Action Employer
Alabama A&M University encourages applications for employment from persons who
are members of groups that have been underrepresented based on race, color,
national origin, gender, age, or disability.
Please submit the following documents online to be considered for the
Resume (include all work experience/history)
Unofficial transcript (if applicable)
Already have an AAMU Employment Account? Login to add documents or update your
URL: www. aamu.edu
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