Office Associate II (OAII)

General Responsibilities:

Under minimal/general supervision, performs standard clerical and administrative duties. Provides administrative support to faculty in Academic General Pediatrics. Prioritizes and routes incoming mail and assists in fielding office phone calls. May assist with special projects. Prepares correspondence. May handle confidential information, dictation, and transcription. Will work as a team alongside Program Coordinator II (PCII).

Reports to Division Administrative Supervisor

Job Functions:

Newborn Hospital Medicine/Gen Peds

• Support assigned faculty physicians (primary clinical area of NBHM)

  • Duties include but not limited to: managing calendars, scheduling meetings, drafting agendas, taking meeting minutes, maintain faculty CVs, track time off requests (vacation and professional leave), etc.

• Assist in creation of faculty presentations as needed, as well as (pulling together / securing) references required for academic work

• Assist in creation of Newborn Hospital Medicine (NBHM) schedules for residents.

• Assists w/ the development and revision of forms for the NBHM service. Maintains all forms for UAB Hospital Newborn Nursery faculty filing cabinet. Creates and revises forms as needed.

• Monitor and maintain adequate supplies for faculty operations and learner educational experiences in NBHM (ex. patient forms and handouts, physician work aids, etc.)

• Assist NBHM Medical Director with tracking of procedures monitored for review and OPPE of attendings.

• Coordinates and distributes monthly UAB Hospital Newborn Nursery resident email. Coordinates, creates and distributes UAB Hospital Newborn Nursery resident calendar, noting days assigned to clinic. Creates new folder/tracking sheets for incoming interns.

• Creates, maintains and distributes monthly Newborn Nursery attending calendar.

• Distributes monthly email to RNICU Residents.

• Maintains Folders/Documents on learning website for NBHM rotation.

• Ensures all Residents and Faculty complete required UAB Baby Friendly breastfeeding training within 6 months of date of hire. Sends Residents and Faculty reminders to complete NBN SCO forms (Monthly).

• Review Amion website for changes to residents RNICU, NBN, or PCC schedule and revise NBHM schedules as necessary.

• Creates individual monthly resident evaluations for NBHM Attending’s in UAB Box. Uploads NBHM schedules to Box.

• Sends Housestaff office medhub schedule based off NBHM calendar for the month.

• Other duties as assigned.

Med/Peds Section

• Will support assigned division Med/Peds faculty physicians.

  • Duties include but not limited to: managing calendars, scheduling meetings, drafting agendas, taking meeting minutes, maintain faculty CVs, track time off requests (vacation and professional leave), etc.

• Support Med/Peds section chief.

  • Schedule monthly section lunches/socials, send calendar invites, draft agendas, take meeting minutes, coordinate space/food/ set-up/take-down reimbursements.

  • Manage calendar for meeting and speaking requests.

  • Assist in grant management - progress reports, scheduling meetings for research and educational teams.

  • Assist in Grand Rounds planning (1 week per year)- working with speaker on honorarium, reimbursements, travel/hotel arrangements, visit agenda.

  • Assist in Recruitment activities of Med-Peds faculty as assigned by Administrative Supervisor or Division Director – duties may or may not include: organizing CV, creating agenda for interview days, facilitating schedule of interviews across Medicine and Pediatrics, scheduling meals and invites for recruitment events.

  • Organize and maintain UpToDate materials related to promotion & tenure, benefits, CME across Internal Medicine and Pediatrics as faculty resource.

  • Act as a communication liaison and special events planner for Med/Peds faculty events.

  • Assist in survey creation to poll/ survey faculty regarding strengths, weaknesses, opportunities, threats (SWOT) of the section yearly.

General office duties

• Will answer, triage, and redirect office phone lines and faxes as appropriate.

• Cross train for time sensitive tasks of co-workers to cover during absences

• Other duties as assigned.

Hourly Range: $15.00-$24.40

High School diploma or GED and five (5) years of related experience required.

Please Note: The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee as necessitated by business demands. This job description does not constitute a contract of employment or otherwise limit UAB’s employment-at-will rights at any time. Employees are expected to comply with all UAB policies and procedures during their employment.

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.