ADMINISTRATIVE ASSOCIATE
The University of Alabama at Birmingham

Position Summary:
This position will support the Department of Biology by providing comprehensive administrative support to over 20 faculty and staff members in the Biology Department. Key responsibilities include managing departmental communications, assisting with clerical duties, and maintaining accurate records. The position also supports human resources functions, such as managing time and attendance systems, processing I-9 forms, and handling international personnel documentation. Financial tasks include processing honorarium payments and reimbursements. Additionally, the role coordinates seminars and events, including arranging travel and accommodations for guest speakers, creating promotional materials, and organizing meetings. The position also involves program and website coordination, facilities management, and maintaining professional relationships with vendors and service providers. Special projects and additional duties are assigned as needed to support the department's mission and operations.

General Responsibilities:
• Administrative Office Support: Provide comprehensive administrative support to 20+ Biology Department faculty and staff members, serving as the primary point of contact for departmental operations.
• Manage and direct incoming departmental phone calls, faxes, and general correspondence to appropriate personnel.
• Assist faculty with clerical duties, scheduling, and documentation of educational activities and communications.
• Record and distribute meeting minutes and attendance for both virtual (Zoom) and in-person meetings.
• Help develop and then departmental databases and filing systems to ensure accurate record-keeping and easy information access, Human Resources Personnel Support.
• Support departmental human resources needs through secondary management of the Campus Time and Attendance system. Submission of I-9 request forms for the department.
• Process and submit TEL (Temporary Employee Labor) reports in accordance with university guidelines.
• Monitor and track ISSS (International Student and Scholar Services) documentation submissions, visa statuses, and compliance requirements for international personnel.
• Financial Budget Administration Process honorarium payments and reimbursements for guest speakers and departmental events.
• Seminar Event Coordination: Serve as primary liaison for Biology Department Seminar Series speakers, coordinating all aspects of guest visits.
• Arrange travel accommodations, transportation, and detailed itineraries for visiting speakers and faculty members.
• Create and distribute promotional flyers and announcements for departmental seminars and events.
• Coordinate and organize speaker luncheons, faculty meetings, and student interaction opportunities.
• Collect and analyze Qualtrics survey feedback data from seminar attendees for departmental assessment and improvement.
• Program Website Coordination: Serve as coordinator for the IISAGE (Integrative Graduate Education and Research Traineeship) program website.
• Monitor and implement website updates to ensure current and accurate program information.
• Track program attendance and participation metrics. Schedule and coordinate IISAGE program meetings and activities.
• Facilities Space Management: Assist with departmental facilities and space management needs as they arise.
• Coordinate equipment and furniture maintenance or repair requests.
• External Relations Interface with internal university departments and external constituencies to support departmental operations.
• Maintain professional relationships with vendors and service providers as needed.
• Special Projects, Additional Duties, coordinate programmatic functions, and special assignments as directed by department leadership.

Key Duties & Responsibilities:
1. Provides administrative and business support services for a school, department, unit, or clinic: budget maintenance, personnel processing, policy communication, facilities/space management, database/file management, office/clinic oversight, patient flow management, grants and contracts administration, and preparation of financial reports.
2. Coordinates programmatic functions and/or special assignments as requested.
3. Interfaces with internal and external constituencies; may maintain vendor relationships.
4. May provide oversight of clerical/secretarial support staff.
5. Performs other duties as assigned.

Pay Range:
$18.35 – $29.80

Minimum Requirements:
Bachelor's degree in a related field and one (1) year of related experience required or an equivalent combination of relevant education and/or experience.