ADMINISTRATIVE ASSOCIATE

University of Alabama at Birmingham

The Administrative Associate will provide administrative and operational support to division faculty, staff, and leadership by coordinating schedules, meetings, communications, educational programs, and special events. This role is responsible for managing calendars, resolving scheduling conflicts, maintaining departmental records and databases, coordinating logistics for meetings and divisional activities, supporting CME-accredited programs, and serving as a key point of contact for internal and external stakeholders to ensure the efficient day-to-day operation of the division.

General Responsibilities

• Provides essential administrative and business support services within a school, department, or unit under minimal supervision.

• Maintains budgets and performs budget-related activities.

• Processes personnel actions and related documentation.

• Communicates policies and procedures to appropriate stakeholders.

• Manages facilities and space-related needs.

• Maintains databases, records, and files.

• Performs office, clinic, or patient flow management functions.

• Coordinates programmatic activities and functions.

• Conducts special projects related to administrative operations as directed by leadership.

• Maintains vendor relationships.

• Serves as a liaison with internal and external constituencies.

• Provides confidential secretarial and office support to department chairs, division directors, deans, or other organizational executives.

• Supervises clerical and secretarial staff.

• Assists with the preparation and submission of grant applications.

• Coordinates equipment and furniture repairs as needed.

• Assists with grants and contracts administration.

• Prepares financial reports and analyses.

Key Duties & Responsibilities

• 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, preparation of financial reports.

• Coordinates programmatic functions and/or special assignments as requested.

• Interfaces with internal and external constituencies; may maintain vendor relationships.

• May provide oversight of clerical/secretarial support staff.

• Performs other duties as assigned.

Preferred Experience

• Strong organizational skills.

• Strong proficiency in Microsoft Office.

• Excellent written and interpersonal communication skills.

• Strong prioritization and time management skills.

• Experience with budget reconciliation.

• Experience using UAB's Oracle HR/Finance system is strongly desired.

• Experience providing exceptional customer service.

• Ability to identify and resolve problems promptly.

• Ability to excel in a team environment.

Preferred Hard Skills

• Experience with Outlook.

• Experience with Excel.

• Experience with Word.

• Experience with Zoom.

• Preferred Soft Skills

• Experience with AdTrav.

• Experience with Oracle.

• Experience with Conference and Hotel Event Management Systems.

• Experience with BuyUAB.

Knowledge / Skills / Abilities

• For TKC: Must be self-directed/self-motivated

• For TKC: Must have good communication and interpersonal skills

• Must be able to perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure

• Must be able to accept responsibility for the direction, control and planning of one’s own work

• Must be able to work independently

• Must be able to recognize the rights and responsibilities of patient confidentiality

• Must be able to convey empathy and compassion to those experiencing pain, physical or emotional distress and/or grief

• Must be able to relate to others in a manner which creates a sense of teamwork and cooperation

• Must be able to communicate effectively with people from every socioeconomic, cultural and educational background

• Must be able to exhibit flexibility and cope effectively in an ever-changing, fast-paced healthcare environment

• Must be able to perform effectively when confronted with emergency, critical, unusual or dangerous situations

• Must be able to demonstrate the quality work ethic of doing the right thing the right way

• Must be able to maintain a customer focus and strive to satisfy the customer's perceived needs

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.