Position Details
Position Information
| Requisition Number |
S4606P |
| Home Org Name |
VP for Research |
| Division Name |
VP for Research and Economic Dev |
| Position Title |
Executive Support Specialist I/II |
| Job Class Code |
DB24 |
| Appointment Status |
Full-time |
| Part-time FTE |
|
| Limited Term |
No |
| Limited Term Length |
|
| Job Summary |
Auburn University's Oce of the Sr. Vice President of Research and Economic Development is accepting applications for the position of
Executive Support Specialist I/II. This position will provide high-level administrative and operational support for departments, complex events, meetings, and projects. This role requires sound judgment, discretion with sensitive information, and the ability to manage multiple priorities in a dynamic environment. |
| Essential Functions |
- Compiles information and prepares reports and drafts original and routine correspondence.
- Provides general and specialized administrative support; purchase Card approval/reconciliation; assistance with Vendor Vouchers/Purchase Orders; assistance with Travel Vouchers (as requested); assist with processing payroll; mailing, filing, scanning, etc.
- Retrieves and disseminates information to a wide variety of internal and external stakeholders.
- May be responsible for monetary expenditures at department or work group level.
- Interacts with Auburn University officials and special interest groups and maintains positive relationships throughout Auburn and assists with alumni donor relations through fund raisers, activities, and stewardship functions.
- Plans and coordinates complex meetings, events, and detailed travel arrangements and itineraries.
- Event support - PSFS facilitates several events during the year (assisting with Team Science Initiative, Grantsmanship workshops, etc.)
- Coordinates and maintains calendar and schedules and resolves scheduling conflicts.
- Directs preparation of records such as agendas, notices and minutes.
- Exercises discretion concerning highly sensitive and confidential information, disclosure of which would likely result in major disruption of operation and or internal or external groups or the general public. Documentation collection/review - support the subaward team in OSP with collection of annual audit reports of subrecipients
- May perform numerous administrative duties including, but not limited to preparing and monitoring the budget, payroll, travel expense vouchers and invoices, contractual agreements, cash and bank deposits, time logs, work orders, supplies, staffing correspondence, and/or class schedules.
- Assist in planning and organizing Endeavor training sessions. Coordinate logistics such as booking rooms, ordering snacks, or scheduling sessions.
- Assist with proofreading and distribution of Endeavor updates or other communications to campus communities.
Specialized Program Support
- Student-Mentor Connect Program: Coordinate monthly mentor matching (~8 students/month), including outreach and communication.
- Undergraduate Research (URG) Newsletters: Draft, proofread, and publish two newsletters per month via WordPress.
URG Website Maintenance: Regularly update research opportunities, fellow profiles, event pages, and announcements.
URF Canvas Course: Manage and upload student fellow materials (e.g., headshots, action photos/videos, abstracts).
|
| Why Work at Auburn? |
Life-Changing Impact: Our work changes lives through research, instruction, and outreach, making a lasting impact on our students, our communities, and the world.
Culture of Excellence: We are committed to leveraging our strengths, resources, collaboration, and innovation as a top employer in higher education.
We're Here for You: Auburn offers generous benefits, educational opportunities, and a culture of support and work/life balance.
Sweet Home Alabama: The Auburn/Opelika area offers southern charm, vibrant downtown scenes, top-ranked schools, and easy access to Atlanta, Birmingham, and the Gulf of Mexico beaches.
A Place for Everyone: Auburn is committed to fostering an environment where all faculty, staff, and students are welcomed, valued, respected, and engaged.
Ready to lead and shape the future of higher education? Apply today! War Eagle! |
Minimum Qualifications
| Minimum Qualifications |
Level I:
- High school diploma or equivalent
- 4 years of experience in administrative support services.
Level II:
- High school diploma or equivalent
- 6 years of experience in administrative support services. Experience must include at least 2 years at the preceding level or equivalent.
Substitution allowed for 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. |
Minimum Skills, License, and Certifications
| Minimum Skills and Abilities |
- Strong knowledge of administrative support practices and procedures.
- Excellent written and interpersonal communication skills.
- Ability to manage multiple priorities with attention to detail.
- Friendly and professional demeanor with students, faculty, and external partners.
- Experience with event planning, newsletter and website content development, and team collaboration.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
- Experience with calendar and travel management tools (e.g., Outlook, Concur).
- Familiarity with financial systems for P-Card reconciliation, and budget tracking.
- Ability to draft, edit, and proofread professional communications.
- Strong organizational skills with the ability to manage multiple projects
|
| Minimum Technology Skills |
|
| Minimum License and Certifications |
None Required. |
Desired Qualifications
| Desired Qualifications |
- Bachelor's degree
- Familiarity with Auburn University systems and Microsoft Office products.
- Higher Education experience
- Experience in Kronos and Banner
|
Posting Detail Information
| Salary Range |
$43,050- $72,860 |
| Job Category |
Administrative |
| Working Hours if Non-Traditional |
|
| City position is located in: |
Auburn |
| State position is located: |
AL |
| List any hazardous conditions or physical demands required by this position |
|
| Posting Date |
07/22/2025 |
| Closing Date |
|
| Equal Opportunity Compliance Statement |
It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. Please visit their
website to learn more. |
| Special Instructions to Applicants |
provide 3 references |
| Quick Link for Internal Postings |
https://www.auemployment.com/postings/54660 |
|
Auburn
$43,050- $72,860
Jul 22, 2025