ADMINISTRATIVE ASSOCIATE

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 Orac