T218817 - University of Alabama at Birmingham

The University of Alabama at Birmingham (UAB) School of Nursing is seeking an OFFICE ASSOCIATE II. 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.

RESPONSIBILITIES:

1. Provides support for the Executive Director of Administration, Executive Director of Strategic Marketing and Communications and Senior Director of Development, and other of their office personnel as directed. This individual is responsible to answer the main Executive Director of Administration, Executive Director of Strategic Marketing and Communications and Senior Director of Development phone lines, greet and direct visitors into the Dean's suite for appointments with the Dean, the three directors and others, assist with and upon occasion coordinate and manage food and beverage, meetings and events.
2. Provides administrative support for committees based in the three offices, which may include room reservations, preparing agendas and minutes, ordering meals and supplies, and developing and maintaining appropriate filing systems.
3. Provides support for projects as needed and requested. Provides administrative support in the three offices. Tracks and maintains membership renewals that pertain to the Executive Director of Administration, Executive Director of Strategic Marketing and Communications and Senior Director of Development as directed.
4. Provides support for the three directors' travel, including international travel. Is responsible to schedule, process, manage payments, and tracking for the three directors travel and day-to-day expenses.
5. Facilitate marketing ordering processes and advertising and other contract submissions.
6. May balance against monthly account statements for fiscal management of department budget.
7. Processes all requisitions for the three offices. Tracks and able to report on all expenditures processed.
8. Responsible for accurate input, maintenance, and management of appropriate mailing lists, databases and filing systems.
9. Composes, types, updates, proofreads, and edits general correspondence, memos, presentation materials, forms, and reports. Types and monitors correspondence by electronic mail.
10. Maintains Offices' supplies.
11. May manage calendars and appointment schedules for various functions and/or individuals.
12. Responsible for daily mail (including review and sorting), copy, email, scan and input materials for the three offices.
13. Responsible for reserving SON vehicle for the three directors and obtaining SON park cards utilized for guest parking in SON assigned spaces.
14. Maintains current knowledge of departmental policies, procedures and regulations, and provides information and assistance as needed to facilitate the daily operations of the three offices.
15. Acts in a caring and courteous manner toward all users/visitors in the following ways: uses positive interpersonal skills to alleviate concerns and frustrations of students, other staff, faculty and guests; provides assistance in a timely manner, references appropriate procedures in a calm and courteous manner; acts professionally and confidentially with respect to all.
16. Performs other related duties as directed to support the missions of the School of Nursing.

(Hourly Rate: %2415.00 - %2424.40)

High School diploma or GED and five (5) years of progressively responsible administrative support experience required.