Administrative Support Specialist

The posting is intended to describe the general content and requirements of this position and is not intended to be an exhaustive statement of duties.

Position Summary

The Office Administrator supports the Central Utilities and Energy Management Department by performing a wide range of administrative, analytical, and operational tasks. This role is essential to maintaining accurate records, coordinating departmental activities, supporting billing and payment processes, and ensuring compliance with university and regulatory standards. The position requires a proactive individual capable of working independently and collaboratively in a dynamic environment.

Key Responsibilities

Administrative Operations & Office Management

· Manage day-to-day office functions including scheduling, correspondence, document preparation, and coordination of departmental activities and events.

Data Management & Reporting

· Maintain departmental databases, compile and analyze data, and generate statistical and operational reports to support decision-making and performance tracking.

Billing & Payment Support

· Assist with utility billing processes, invoice reconciliation, and payment tracking. Collaborate with finance and accounting teams to ensure accuracy and timeliness.

Procurement & Inventory Coordination

· Support purchasing activities, track orders, manage inventory records, and coordinate with vendors and internal stakeholders.

Compliance & Documentation

· Ensure proper documentation of procedures, contracts, and compliance records.

· Assist with audits and regulatory reporting as needed.

Project & Event Coordination

· Organize and support departmental projects, meetings, and special events.

· Prepare materials and coordinate logistics.

Clerical Oversight & Team Support

· Provide guidance to other clerical staff in a lead capacity.

· Support cross-functional collaboration and assist with recruiting, onboarding and training/development.

Customer Service & Communication

· Serve as a point of contact for internal and external inquiries. Facilitate clear communication between departments, vendors, and university stakeholders.

Perform other duties as assigned.

Qualifications

• Bachelor’s degree in business or office administration and 1 year of relevant experience.

• Equivalent combinations of education and experience will be considered.

Certifications

• None required.

Knowledge, Skills, and Abilities

Technical Proficiency

· Familiarity with utility operations, billing systems, and administrative workflows

· Ability to interpret and manage technical data and reports

Safety & Compliance

· Understanding of university policies and regulatory standards

· Commitment to maintaining confidentiality and compliance

Problem Solving & Critical Thinking

· Ability to analyze data, identify discrepancies, and propose solutions

· Resourceful and proactive in resolving administrative challenges

Technology & Tools

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

· Experience with enterprise systems (e.g., ERP, CMMS, billing platforms)

Communication & Collaboration

· Strong written and verbal communication skills

· Ability to work effectively with diverse teams and stakeholders.

Organizational & Leadership Abilities

· Capable of leading and/or coordinating team efforts

· Skilled in prioritizing tasks and managing competing demands.

Project & Time Management

· Demonstrated ability to manage multiple projects and meet deadlines

· Organized and detail-oriented with strong follow-through.

Physical Requirements

· Ability to sit or stand for extended periods

· Occasional lifting of office supplies or documents (up to 25 lbs.)

· Use of standard office equipment and computers.

Compensation and Benefits

• Starting Pay Range: $15.00 – $24.04 per hour (commensurate with experience and qualifications).

• This position is eligible for OT pay. 0–10 Hours OT.

• Benefits include Multiple Health Care Plan options, Dental, Vision, Pre-tax Flexible Spending Account, Health Savings Account, Participate in the RSA Pension plan, 403(b) and 457(b) Retirement savings plans, Accident Insurance, Identity Theft Protection, Pet Benefits, Life/AD&D & Disability Insurance, UAB Employee Wellness, Employee Assistance and Counseling, Vacation, Sick Leave, 9 Paid Holidays/Year, 3 Personal Holidays Year, Educational Assistance for Employees and Families

Work Schedule

· Standard Hours: Monday–Friday, 7:00 AM – 4:00 PM

· Must be able to work a flexible work schedule, including on-call, as required to support 24/7 operations.

For full consideration, please apply, resume and cover letter by the posted deadline. The submitted documents should highlight qualifications and experience relevant to the position as described in the posting. Incomplete applications will not be considered.

For more information about UAB Facilities, please visit: http://www.uab.edu/facilities/.