OFFICE ASSOCIATE II
university, fl, usa
USD 15-24.4 / hour
Description
OFFICE ASSOCIATE II
University of Alabama at Birmingham
Under general supervision, performs standard clerical and administrative duties.
General Responsibilities
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.
Key Duties & 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.
Performs other duties as assigned.
Knowledge/Skills/Abilities
Ability to work as part of a team
Ability to communicate effectively
Additional Responsibilities
Provide high-level administrative and operational support.
Monitor email and other communications regularly to ensure timely dissemination of information to appropriate parties.
Prepare and process Oracle requisitions and purchase orders in accordance with authorized guidelines.
Prepare and submit HSF reimbursement requests.
Ensure faculty memberships and professional society affiliations remain current and in good standing.
Maintain and update faculty Curriculum Vitae (CVs).
Coordinate the sending and receiving of packages as needed.
Receive, review, and prioritize incoming mail.
Manage office supplies and maintain accurate inventory records.
Track orders, purchases, and supply distribution.
Provide support for departmental activities and functions as needed.
Maintain organized and up-to-date filing systems.
Provide front desk coverage when required.
Perform additional duties as assigned.
Hard Skills
Administrative and office support.
Proficiency with Oracle requisition and purchase order processing.
Experience preparing and submitting HSF reimbursement requests.
Email and calendar management.
Records management and filing system maintenance.
Data entry and document preparation.
Curriculum Vitae (CV) maintenance and formatting.
Mail and package handling coordination.
Knowledge of office procedures and departmental operations.
Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
Soft Skills
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Attention to detail and accuracy.
Ability to prioritize tasks and manage multiple responsibilities.
Professionalism and discretion when handling sensitive information.
Dependability and reliability.
Problem-solving and critical-thinking abilities.
Adaptability and flexibility in a dynamic work environment.
Customer service-oriented mindset.
Ability to work independently and collaboratively.
Hourly Range: $15.00-$24.40
Qualifications
Education
High School diploma or GED and five (5) years of related experience required.
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.