The University of Alabama in Huntsville · 6 hours ago
Senior Administrative Assistant
AL
Full-time
Onsite
Mid, Senior Level
$48K/yr - $50K/yr
5+ years expThe University of Alabama in Huntsville is seeking a Senior Administrative Assistant to provide administrative and logistical support to the Customer Service unit in Facilities and Operations. The role involves managing procurement card administration, processing invoices, and supporting travel arrangements while ensuring compliance with university policies.
AlumniEducationTraining
Responsibilities
Serve as the P-Card reconciler for each F&O cardholder
Ensure UAH procurement card policy is followed for all purchases made by F&O cardholders (i.e., no sales tax, no purchasing of prohibited items, etc.)
Review transactions of individual cardholders, assuring that the transactions are legitimate business expenses and are classified appropriately, and reconciling all transactions to the monthly credit card summary report
Maintain communication with cardholders for accuracy in receipts and include CMMS work orders on receipts if applicable
Generate end-of-month reporting for all P-Card transactions and upload into UAH Bank
Ensure each receipt is added to F&O financial software and/or CMMS work orders. Reconcile with Banner monthly
Assist cardholders with obtaining corrected P-Card receipts from vendors. Attempt to resolve any disputes with the vendor and/or P-Card vendor not resolved by a cardholder
Assist with supporting ongoing cardholder compliance through audits, transaction reviews, and documentation follow-up
Maintain accurate records for audits, training, and reporting
Maintain historical records by electronic filing and ensure ease in locating records, including invoices, P-Card purchases, and CMMS work orders
Aid in the administration and maintenance of the U.S. Bank Access Online system, including profile updates, reporting, and account reconciliation support
Process and reconcile all invoices from suppliers and contractors, whether received electronically, in physical format, or through department email
Review invoices for accuracy, ensuring they contain essential details such as invoice number, issue date, due date, payment terms, and total amount
Verify invoices against purchase orders, ensuring that F&O internal approval processes are completed before payment
Interact with vendors as needed to resolve billing issues
Submit purchase order requests for the Customer Support unit and department, referencing CMMS work order if applicable, and ensuring accuracy, compliance, and timely invoice payment
Maintain detailed and organized records of all procurement transactions, including invoices, purchase orders, and supplier contracts. Generate and share department reports, including purchasing activities and cost management
Track expenditures in financial software (F&O and Banner) and perform regular encumbrance and budget queries
Request & submit invoices to complete purchase orders or request purchase orders be closed & funds released, as appropriate
Oversee and initiate timely processing of the unit’s monthly transactions into F&O financial software. Reconcile with Banner and complete budget adjustments and transfers as needed
Perform end-of-year closeout processes
Support administrative operations (i.e., managing monthly summary bills, fielding communications to other departments where appropriate)
Assist the Administrative Project Manager with the payment of invoices related to contracted services, ensuring that F&O internal processes are completed before paying any invoices
Manage monthly summary bills and field communications to other departments as needed
Provide administrative support to the Director of Customer Service & Facility Management Systems
Manage data entry and assist with documentation and reporting for the unit’s activities
Maintain and organize the unit’s physical and electronic files including archival and retrieval
Prepare for meetings by creating agendas, take minutes, and arranging logistical needs
Develop and update standard operating procedures (SOPs) and training materials for position
Cross-train other administrative staff to ensure seamless coverage of position’s essential duties such as chargebacks and procurement administration
Serve as a primary point of contact for the Customer Service unit while working collaboratively and establishing effective working relationships. Use tact, diplomacy, discretion, and judgment to provide excellent customer service
Be efficient and timely in all correspondence in F&O and across campus
Work quickly and effectively under pressure with attention to detail and despite many interruptions
Take additional training to enhance and learn new skills
Assist the Director of Customer Service and Facility Management Systems with campus moves
Cross-train on core Service Desk duties to provide coverage and support during the Customer Service Manager’s absence
Assist with creating proposals in support of the F&O Chargeback Program for requesting departments. Verify accuracy of proposal before routing to customer
Route proposals to our customers for approvals through our F&O financial software & Docusign
Manage the internal budget transfer process by ensuring the proper chargebacks are handled for all work requests submitted that are chargeable, including chargebacks generated by the mechanic shop or for fuel consumption
Communicate with customers if questions arise from proposals in a timely and professional manner
Ensure chargebacks are accurately recorded and updated in F&O financial software and Banner
Coordinate and communicate campus holiday energy conservation shutdowns with UAH Office of Marketing and Communications
Extract data from the Huntsville Utilities monthly consolidated billing invoices to perform the following:
Initiate payment of monthly invoice
Initiate chargebacks for departments funded by auxiliary funds
Compile sewer credits to Huntsville Utilities
Manage and maintain accurate UAH data reports including the irrigation consumption report, Utility report, and NSSTC report
Ensure accurate tracking and reporting of utility usage
Serve as department point of contact regarding travel procedures, required forms, and status of submissions maintaining organized related digital and physical documentation for audit and reporting purposes
Prepare and route travel authorization forms for approval in accordance with university policies and departmental procedure
Assist F&O staff with travel arrangements for approved travel including booking transportation, lodging, and registration
Review, complete, and submit travel reimbursement vouchers that comply with university travel regulations and per diem rates with required receipts and supporting documentation
Monitor submission deadlines for authorizations, prepayments, and post-travel reimbursement requests
Maintain records of approved travel, estimated costs, and budget allocations for departmental reporting
Follow up on incomplete or incorrect submissions and coordinate with staff to resolve discrepancies and facilitate rapid reimbursement for the employee
Assist all F&O units with employee uniform orders
Maintain uniform order spreadsheet to ensure that all items are current for stock and vendor pricing
Receive and distribute uniforms to employees
Ensure that all uniform order invoices are paid and accounted to the appropriate F&O unit
Qualification
Required
Bachelor's degree or equivalent experience
Minimum of 5-7 years of related experience
Proficient in MS Office, Adobe, Excel, and Word, and Google Office Suite with a demonstrated ability to quickly learn and effectively navigate new online systems and databases
Functional knowledge of accounting, procurement, and finance processes particularly related to purchasing card; financial record keeping, methods, and practices. Perform mathematical calculations with speed and accuracy
Experience with Ellucian Banner or similar ERP systems
Possess a proactive and problem-solving attitude in handling various high-level administrative challenges
Strong organizational skills with the ability to independently manage multiple tasks simultaneously in a high-volume workload and make good customer service decisions
Must be detail-oriented, tech-savvy, highly service-oriented, and capable of meeting deadlines while working independently
Must have excellent oral and written communication skills
Attendance at work and punctuality are essential functions of this position
Preferred
Knowledge of and experience in contract administration is desired
Procurement experience is preferred
Prior experience with CMMS is desired
Prior experience with university P-Card software is preferred
Company
The University of Alabama in Huntsville
The University of Alabama in Huntsville (UAH), a part of The University of Alabama System, is a state-supported, public, coeducational university, located in Huntsville, Alabama, United States.
1001-5000 employees
H1B Sponsorship
The University of Alabama in Huntsville has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (66)
2024 (90)
2023 (66)
2022 (43)
2021 (59)
2020 (75)
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
NASA
2023-06-06Grant
Leadership Team
Dr. Bill Carswell, PMP
Project Manager and Charger Energy Lab founder
Kevin Bennett
Chief Risk and Compliance Officer
Recent News
2026-01-11
2025-11-03
2025-09-17
Company data provided by crunchbase