Administrative Support Specialist (Transportation)

Location
Birmingham, West Midlands (GB)
Posted
25 Mar 2019
End of advertisement period
25 May 2019
Ref
T60617
Contract Type
Permanent
Hours
Full Time

Under minimal supervision, this classification is responsible for performing administrative support duties of a complex and diverse nature requiring some independent analysis. Primary duties include maintaining director’s calendar, departmental databases, generating statistical reports, analyzing and interpreting data, organizing and compiling materials for dissemination, performing minor fiscal duties as related to the department, and all other clerical duties as assigned by management. Position will report directly to the director of Transportation Services, while also assisting with administrative duties for other leaders in the department.

Essential Duties and Responsibilities:

  • Maintains departmental databases and records, enters data, and generates statistical and informational reports as directed.
  • Plans and coordinates special events parking for customers and department.
  • Maintains all department’s HR personnel actions, including leaves of absence, position control and timekeeping.
  • Assists with processing requisitions, purchase orders, and travel arrangements.
  • Handles sensitive and confidential information to include financial, HR and salary data.
  • Provides advance planning, information, talking points, agendas and various materials for upcoming meetings and presentations.
  • Carries out established project and program objectives and directives.
  • Work often consists of handling varied technical and/or administrative tasks.
  • Provides customer service relating to department functions, which will include answering questions, disseminating information, compiling data, and providing specialized assistance as required.
  • Acts in a caring and courteous manner towards all guests, visitors, students, and staff.
  • Serves as liaison with Employee Uniform Program, assisting employees and following up on orders as needed.

Will support the Director of Transportation by performing the following responsibilities:

  • Prepares materials for presentations, drafts memorandums, creates and edits spreadsheets and reports for Director. Assists at meetings as requested
  • Provides calendar support, email management, agenda prep and meeting coordination.
  • Acts as a communication liaison.
  • Phone screens applicants for hire, schedules interviews, and prints applications and resumes.
  • Composes, proofs, and edits correspondence, and responds to inquiries.
  • Provides project support, coordination, and preparatory assistance.
  • Coordinates and manages workflow with a high level of accuracy and confidentiality. Works independently a great deal of the time.

Starting Rate: $16.00 - $19.00 (Commensurate with experience & qualifications)

Work Schedule: Monday – Friday, 8:00 a.m. – 5:00 p.m. (Subject to change to meet the needs of the University). 

Under minimal supervision, this classification is responsible for performing administrative support duties of a complex and diverse nature requiring some independent analysis. Primary duties include maintaining director’s calendar, departmental databases, generating statistical reports, analyzing and interpreting data, organizing and compiling materials for dissemination, performing minor fiscal duties as related to the department, and all other clerical duties as assigned by management. Position will report directly to the director of Transportation Services, while also assisting with administrative duties for other leaders in the department. 

Essential Duties and Responsibilities: 

  • Maintains departmental databases and records, enters data, and generates statistical and informational reports as directed.
  • Plans and coordinates special events parking for customers and department.
  • Maintains all department’s HR personnel actions, including leaves of absence, position control and timekeeping.
  • Assists with processing requisitions, purchase orders, and travel arrangements.
  • Handles sensitive and confidential information to include financial, HR and salary data.
  • Provides advance planning, information, talking points, agendas and various materials for upcoming meetings and presentations.
  • Carries out established project and program objectives and directives.
  • Work often consists of handling varied technical and/or administrative tasks.
  • Provides customer service relating to department functions, which will include answering questions, disseminating information, compiling data, and providing specialized assistance as required.
  • Acts in a caring and courteous manner towards all guests, visitors, students, and staff.
  • Serves as liaison with Employee Uniform Program, assisting employees and following up on orders as needed.

Will support the Director of Transportation by performing the following responsibilities: 

  • Prepares materials for presentations, drafts memorandums, creates and edits spreadsheets and reports for Director. Assists at meetings as requested.
  • Provides calendar support, email management, agenda prep and meeting coordination.
  • Acts as a communication liaison.
  • Phone screens applicants for hire, schedules interviews, and prints applications and resumes.
  • Composes, proofs, and edits correspondence, and responds to inquiries.
  • Provides project support, coordination, and preparatory assistance.
  • Coordinates and manages workflow with a high level of accuracy and confidentiality. Works independently a great deal of the time.

Starting Rate: 

Work Schedule: 

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. In lieu of degree, High School Diploma or GED and five (5) years of related experience.

Knowledge, Skills, Abilities, and Work Characteristics

  • Knowledge of administrative procedures.
  • Highly effective written and verbal communication skills that can be used with people of various backgrounds, cultures, experience, and education levels.
  • Proficient in Microsoft Office applications, including Excel, PowerPoint, and Outlook.
  • Ability to multi-task in fast paced environment and handle confidential information.
  • Ability to handle difficult situations and establish effective working relationships.
  • Must be committed to a positive customer service philosophy.
  • Must be detail oriented, highly organized and self-motivated.
  • Experience with Kronos and Oracle, preferred.
  • Ability to remain focused in a busy environment.

MVR: Must maintain a valid driver’s license, issued in the United States. Motor Vehicle Record will be obtained and reviewed at least annually. Driving record should meet University underwriting standards to drive vehicle in performance of University business.

Physical: Possess the necessary physical requirement, with or without the aid of mechanical devices, to safely perform the duties and responsibilities of the position to include:

  • Performing tasks require sitting at computer for long periods of time, bending, stooping, climbing stairs, kneeling, and walking significant distances between and within buildings on campus.
  • Incomplete job profiles will not be processed. Please be certain to showcase depth and breadth of experience on your application and resume, as they relate to the needs of this job announcement.

For more information about UAB Facilities, please visit: http://www.uab.edu/facilities/

UAB is an Equal Opportunity/Affirmative Action Employer committed to fostering a diverse, equitable and family-friendly environment in which all faculty and staff can excel and achieve work/life balance irrespective of race, national origin, age, genetic or family medical history, gender, faith, gender identity and expression or sexual orientation. UAB also encourages applications from veterans and individuals with disabilities. 

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. In lieu of degree, High School Diploma or GED and five (5) years of related experience. 

Knowledge, Skills, Abilities, and Work Characteristics

  • Knowledge of administrative procedures.
  • Highly effective written and verbal communication skills that can be used with people of various backgrounds, cultures, experience, and education levels.
  • Proficient in Microsoft Office applications, including Excel, PowerPoint, and Outlook.
  • Ability to multi-task in fast paced environment and handle confidential information.
  • Ability to handle difficult situations and establish effective working relationships.
  • Must be committed to a positive customer service philosophy.
  • Must be detail oriented, highly organized and self-motivated.
  • Experience with Kronos and Oracle, preferred.
  • Ability to remain focused in a busy environment.

MVR: 

Must maintain a valid driver’s license, issued in the United States. Motor Vehicle Record will be obtained and reviewed at least annually. Driving record should meet University underwriting standards to drive vehicle in performance of University business. 

Physical:

Possess the necessary physical requirement, with or without the aid of mechanical devices, to safely perform the duties and responsibilities of the position to include:

Performing tasks require sitting at computer for long periods of time, bending, stooping, climbing stairs, kneeling, and walking significant distances between and within buildings on campus.

Incomplete job profiles will not be processed. Please be certain to showcase depth and breadth of experience on your application and resume, as they relate to the needs of this job announcement.

For more information about UAB Facilities, please visit: http://www.uab.edu/facilities/ 

http://www.uab.edu/facilities/ 

UAB is an Equal Opportunity/Affirmative Action Employer committed to fostering a diverse, equitable and family-friendly environment in which all faculty and staff can excel and achieve work/life balance irrespective of race, national origin, age, genetic or family medical history, gender, faith, gender identity and expression or sexual orientation. UAB also encourages applications from veterans and individuals with disabilities. 

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