The University of Alabama at Birmingham (UAB) School of Engineering seeks an EXECUTIVE ASSISTANT I to work under minimal supervision, provides diverse, complex and often confidential administrative and support services to an executive. Work requires independent judgment and initiative on assignments that are sensitive in nature and demonstrated ability to deal with high level contacts inside and outside the institution. May perform special assignments such as researching information, compiling reports and summarizing incoming correspondence and publications. May handle human resources related duties, general office management and supervise support staff. May coordinate special projects. Requires knowledge of organization policy and procedure and a high level of technical skill. May monitor financial, budgetary and personnel processes. May be responsible for event planning. Incumbents in this role must possess the following behavioral attributes: Should possess the ability to manage multiple assignments and tasks, set priorities, adapt to changing conditions, and remain calm under pressure. Should be a results-driven, self-motivated achiever with excellent planning and organizational skills and a high attention to detail. Must be an exceptional listener and communicator who effectively conveys information verbally and in writing and has good interpersonal skills. Should be comfortable with standard business productivity software.

Responsibilities:

1. Scheduling and coordinating of meetings, appointments, and travel arrangements. Preparing agendas for meetings. Attending meetings for the purpose of taking notes and/or minutes. Drafting documents (correspondence, memos, emails, spreadsheets and PowerPoint presentations.

2. Coordinating searches for faculty and chair candidates and assisting search committees, including planning of travel, lodging, catering, itineraries, and travel.

3. Coordinating special events (First Fridays, faculty/staff Kickoffs, faculty awards, student awards, service awards, recruiting volunteers for commencement and regalia order assistance) including catering ordering, set up, and take down. Researching, initiating, and maintaining contacts, vendors, and venues, etc. Assisting with the reserving of venues at the request of faculty, staff, or students.

4. Assisting labs and instructors with purchases using p cards, requisitions, and purchase orders; reconciling p cards. Submitting payment and reimbursement requests for vendors and employees.

5. Routing orders for office supplies/equipment, parking passes, ONE Cards, keys, letterhead and business cards. Performing general duties as requested including printing, photocopying, scanning, faxing, and mailing. Submitting work orders for maintenance and following to completion.

6. Hiring/training/supervising Dean's Office student assistants; ensuring front office coverage. Managing internal/external communications such as general inquiries from the public, students, faculty, and staff. Making parking arrangements for visitors and physically reserving spots. Receiving and directing visitors, callers, and correspondence. Assisting Dean's Office team as needed (sending cards, collecting money, etc.).

7. Performs other duties as assigned.

(Annual Salary : $47,665 - $77,455)