PROGRAM COORDINATOR II

University of Alabama at Birmingham

Under minimal supervision, provides essential administrative and business support services to predominantly research-focused faculty and laboratory personnel within the UAB Division of Cardiovascular Disease.

General Responsibilities:

Under minimal supervision, coordinates administrative, personnel and logistical support for a defined department program (s), often of a large and/or complex nature. Carries out established program objectives and directives. Follows established guidelines or protocols. Determines the best approach to accomplish assignments. May participate in program planning and in setting program objectives. May supervise support staff. May act as a communication liaison and special events planner. Interfaces with outside resources such as volunteers, alumni, patients, other professionals in a defined field or with continuing education students. May be responsible for adherence to program budget and/or other fiscal duties. May assist with grant and contract preparation and submission. May handle data management.

Additional Duties & Responsibilities

• Provide comprehensive administrative support to faculty and laboratory personnel by managing calendars, coordinating meetings, handling correspondence, and maintaining departmental records and databases.

• Process procurement activities including supply orders, requisitions, payment requests, P-Card purchases and reconciliations, while maintaining vendor relationships and ensuring compliance with university policies.

• Coordinate financial and operational support functions by processing travel reimbursements, internal cost transfers, membership renewals, subscriptions, conference registrations, and budget-related transactions.

• Prepare, review, and maintain documents, reports, surveys, spreadsheets, and other administrative materials utilizing advanced Microsoft Office applications and database systems.

• Serve as a liaison with internal and external stakeholders by providing professional customer service, resolving administrative issues, and ensuring effective communication across departments and vendor partners.

• Perform other duties as assigned.

Daily Task:

• Process supply orders, requisitions and payment requests in Oracle Finance Systems.

• P-Card reconciliations and purchases.

• Database/files management.

• Maintain vendor relationships.

• Airgas inventory and account reconciliation.

• Maintenance contract inventory and services.

• Process travel reimbursements for faculty and personnel.

• Process membership renewals, subscriptions, conference registrations.

• Calendar reconciliation and management for multiple faculty.

• Process internal cost transfers.

• Special projects may arise that require additional attention to detail, course preparation, communication with the Graduate School, and maintaining course curriculum and surveys.

Preferred Experience:

Experience providing high-level administrative support.

Hard Skills:

• Email and calendar management

• Travel coordination and expense processing

• Document preparation and review

• Event planning and logistics

• Budget tracking and financial support

• Procurement and purchasing processes

• Survey creation and reporting

• Advanced Microsoft Office proficiency

Soft Skills:

• Strong organizational and time management skills

• Attention to detail

• Professional discretion and confidentiality

• Effective communication and interpersonal skills

• Adaptability and flexibility

• Problem-solving and critical thinking

• Ability to prioritize and manage multiple tasks

• Initiative and proactive mindset

Hourly Range: $18.35-$29.80

Education:

• 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.
  

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.