Office Associate

Location
Birmingham, Alabama (US)
Salary
$14.84 - $23.36
Posted
31 May 2019
End of advertisement period
29 Jul 2019
Ref
T62004
Contract Type
Permanent
Hours
Full Time

This position has minimal supervision, performs clerical and administrative duties often of a confidential and complex nature. This position supports the Chair of the Department, the faculty within that department, and serves as backup for other like departments within the School of Nursing (SON). The direct report for this individual is the Chair of the Department and, as a staff member, also has a direct report to the SON Director of Human Resources. This individual will interface with School of Nursing students, faculty, staff, and administrators and office personnel across the UAB campus. Independently, in a confidential and professional manner, prepares correspondence, creates, establishes and/or maintains records, charts, graphs, spreadsheets, and databases. Processes and manages expenditures for department against monthly account statements. Maintains and establishes filing systems and may perform other duties of a routine or non-routine nature as required by the Chair of the Department. Discretion and judgment should be used when planning and organizing work

RESPONSIBILITIES:

  1. Works with Chair and SON Director of Human Resources to process hiring and reimbursement paperwork for adjunct instructors.
  2. Processes requisitions, purchase orders, and travel reimbursements for department, monitors budgets against monthly spreadsheets.
  3. Responsible for accurate input, maintenance, and management of appropriate databases and filing systems.
  4. Manages the calendar and appointment schedules for the Chair of the Department
  5. Composes, types, updates, proofreads, and edits general correspondence, memos, grant materials, presentation materials, forms, and recurring reports. Types and monitors correspondence by electronic mail.
  6. Takes minutes for Departmental meetings and other meetings as requested, records/transcribes as requested.
  7. Manages department equipment and supplies inventory and requests.
  8. Faxes, mails, copies, scans and inputs materials for programs.
  9. May interview, make recommendation for hire, train, and supervise work-study students.
  10. Maintains current knowledge of SON/departmental/program policies, procedures and regulations, and provides information and assistance as needed to facilitate the daily operations of the office.
  11. Attends to the Core Values of UAB and the School of Nursing to include excellence, caring, innovation, collaboration, diversity, integrity, and communication. 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, and faculty; provides assistance in a timely manner, references appropriate procedures in a calm and courteous manner; acts always in a professional and confidential manner with respect to all information and records. Discretion and judgment should be used when planning and organizing work. At all times maintains confidentiality and adheres to all FERPA standards.
  12. Ethical conduct is a fundamental expectation for every UAB community member. All employees must abide by the standards of behavior outlined in the UAB Enterprise Code of Conduct. Upon hire, new employees are required to attest to the Code by completing the online training that is assigned to them. Behaviors inconsistent with the Code may result in appropriate consequences.
  13. Performs other related duties as directed to support the missions of the School of Nursing.

(Hourly Rate: $14.84 - $23.36)

High School diploma or GED and five (5) years of related experience required.

This position requires a high school diploma and a minimum of five years of progressively responsible administrative support. An undergraduate degree in Liberal Arts or the Social Sciences is preferred. The work of this position may require database management skills, some financial/budget experience, demonstrated knowledge of UAB specific policies and procedures. This individual must possess proficient computer skills. The position requires someone have a working knowledge of APA formatting, Microsoft Word, Excel, PowerPoint. To be successful in this position an individual should possess strong organizational, communication, and interpersonal skills.

This position requires a high school diploma and a minimum of five years of progressively responsible administrative support. An undergraduate degree in Liberal Arts or the Social Sciences is preferred. The work of this position may require database management skills, some financial/budget experience, demonstrated knowledge of UAB specific policies and procedures. This individual must possess proficient computer skills. The position requires someone have a working knowledge of APA formatting, Microsoft Word, Excel, PowerPoint. To be successful in this position an individual should possess strong organizational, communication, and interpersonal skills.

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