The University of Alabama at Birmingham (UAB) seeks a Office Associate II. This position is responsible for 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 Duties, Primary Responsibilities

Under general supervision, performs standard clerical and administrative duties.
Requires demonstrated knowledge of the fundamental concepts, practices and procedures of the secretarial function usually gained through formal education in secretarial science or secretarial experience.
Reads, prioritizes and routes incoming mail.
Makes travel arrangements and reservations.
Schedules appointments.
Orders supplies, maintains databases and reports.
Assists with special projects.
Drafts and types correspondence.
May supervise other support personnel.
May handle confidential information, dictation and transcription.
May verify insurance and process medical record requests.

Knowledge, Skills, Abilities, and Worker 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