OFFICE ASSOCIATE II

University of Alabama at Birmingham

Under minimal supervision, provides administrative support to five division faculty members, to also include departmental needs. This support includes maintaining vendor relationships, interface with internal and external parties; responsible for maintenance repair requests, conduct special projects relating to the office's administrative operations at the direction of the superior, coordinate facility functions, communicate policy, budget maintenance and reporting, and database and files management.

Key Roles & Responsibilities

· Solves internal office systems problems and acts as liaison to other departments, agencies and vendors regarding routine administrative and office activities.

· Oversees personnel functions of assigned unit and/or directly supervises subordinate office staff.

· Monitors routine budget and/or grant activities.

· Prepares and processes Oracle requisitions and purchase orders as authorized.

· Researches, collects and analyzes data and prepares a variety of special and recurring analyses and reports.

· Attends various department meetings and other related conferences.

· Coordinates departmental student/patient-related activities specific to department mission, such as scheduling tests, contacting referring physicians, assisting students, answering inquiries, processing required academic documents, etc.

· Monitors departmental space and equipment and coordinates individual moves and equipment accounting according to established procedures.

· Perform other duties as assigned.

Salary Range: $31,200- $50,750

Qualifications

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

Knowledge, Skills, Abilities & Work Characteristics

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

· Experience with budget management and reporting

· Database management skills

· Familiarity with facility management processes

· Proficiency in calendar management and scheduling software

· Knowledge of laboratory order processes and tracking systems

· Experience with invoice processing and payment requests

· Excellent communication skills (written and verbal)

· Strong organizational and time management abilities

· Problem-solving and critical thinking skills

· Adaptability and ability to manage multiple tasks

· Interpersonal skills for effective vendor and stakeholder management

· Attention to detail, especially for tasks like invoice processing and order tracking

· Ability to work as part of a team

· Ability to communicate effectively

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.