Lead Administrative Assistant

The Department of Geosciences at Auburn University seeks an experienced, highly organized, and service-oriented professional to serve as its Lead Administrative Assistant. This key position provides high-level administrative, fiscal, and operational support to the Department Chair, faculty, staff, students, and external partners.

As the central administrative professional in a vibrant and growing department, the Lead Administrative Assistant plays a critical role in ensuring day-to-day operations of the department. The successful candidate will possess exceptional organizational abilities, strong communication skills, sound judgment, strict confidentiality, and a commitment to providing outstanding customer service.

The Department of Geosciences is a dynamic academic unit within Auburn University's College of Sciences and Mathematics. Our faculty, staff, and students are engaged in innovative teaching, research, and outreach programs spanning geography and environmental studies, geology, and Earth system science. The department is entering an exciting new chapter in the state-of-the-art STEM+Ag Complex and seeks team members who are eager to contribute to a collaborative and forward-looking academic community.

Administrative Leadership and Office Operations

• Coordinate daily administrative activities of the department's main office.
• Serve as the primary point of contact for faculty, staff, students, alumni, visitors, and external partners.
• Provide direct administrative support to the Department Chair.
• Manage departmental calendars, meetings, scheduling, and office communications.
• Monitor and improve administrative workflows and office procedures.
• Answer, screen, and direct telephone, email, and in-person inquiries.

Fiscal and Business Operations

• Process departmental purchases and procurement transactions.
• Reconcile Purchasing Card (PCard) expenditures and maintain accurate financial records.
• Coordinate travel arrangements and prepare travel reimbursements and expense reports.
• Assist with budget tracking, record keeping, and financial documentation.
• Serve as liaison with outside vendors and service providers.

Records and Information Management

• Maintain departmental records and files in accordance with university policies and procedures.
• Distribute incoming mail and coordinate outgoing shipments and correspondence.
• Prepare reports, correspondence, and other administrative documents.
• Ensure confidentiality and appropriate handling of sensitive information.

Customer Service and Department Support

• Welcome visitors and provide professional front-office support.
• Respond to questions regarding departmental and university policies, procedures, and administrative processes.
• Support departmental meetings, seminars, and special projects.
• Supervise student workers in the main office.
• Perform other duties as assigned to support departmental success.

• High school diploma or GED and 6 years of experience in administrative support services.

SUBSTITUTIONS ALLOWED FOR EXPERIENCE: Yes, 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.

Knowledge of standard administrative skills.  Strong organizational and time-management skills. 

• 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!