OFFICE ASSOCIATE II

The University of Alabama at Birmingham (UAB) is seeking an OFFICE ASSOCIATE II to work with minimal supervision, perform 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 have an indirect report to the Department Program Manager II. 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. Receives, screens and routes calls for department. Greets visitors and directs them appropriately.

2. Processes requisitions, purchase orders, and travel reimbursements for department, monitors budgets against monthly spreadsheets. Trains faculty regarding travel reimbursement process.

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. May run errands, fax, sort and distribute departmental mail, copy, scan and input materials for department.

8. Assists with textbook orders and classroom requests for department.

9. Manages department equipment and supplies inventory and requests. Maintains designated resource rooms and places service calls to address equipment malfunctions.

10. Faxes, mails, copies, scans and inputs materials for programs.

11. May assist with calendars and appointment schedules for various functions/individuals in department.

12. Assists in orientation of new department faculty to School and Department processes.

13. May serve as backup for other individuals in the chair office, and other departments within the School of Nursing.

14. 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.

(Hourly Rate: $15.00 - $24.40)