"ADMINISTRATIVE ASSOCIATE"

Job Description

The Administrative Associate provides administrative, financial, and operational support for the Division of Gerontology, Geriatrics, and Palliative Care. This position supports division leadership by coordinating calendars and meetings, managing office operations, facilitating financial and procurement activities, and assisting with faculty and clinical-related administrative needs.

Under minimal supervision, to provide essential administrative and business support services within a school, department or unit which may include budget maintenance, personnel processing, policy communication, facilities/space management, database/files management, office/clinic management or patient flow management. To coordinate programmatic activities and functions. To conduct special projects relating to an office s administrative operations at the direction of superior. To maintain vendor relationships. To interface with internal and external constituencies. May provide confidential secretarial/office support functions for department chairs, large division directors, deans or other organization executives. Typically supervises clerical/secretarial staff. May assist in preparation and submission of grants. May be responsible for equipment/furniture repair. May assist with grants and contracts administration. May prepare financial reports and analyses.

Duties and Responsibilities:

• Provide high-level administrative support to division leadership, including calendar management, meeting coordination, and preparation of correspondence and agendas. Oversee day-to-day office operations, including space and facilities coordination, conference room scheduling, IT and access requests, and website updates.
• Manage financial processes, including purchasing, reimbursements, P-Card reconciliation, invoicing, deposits, and routing contracts and approvals in accordance with UAB and HSF policies.
• Coordinate internal events, educational activities, and division meetings, including logistics and communication.
• Serve as a primary administrative contact for the division, providing support across functional areas
• Performing other duties as assigned.

Salary Range

$18.35 - $29.80

Qualifications

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.

Preferred Skills and Knowledge:

• Experience supporting senior leadership in an academic, clinical, or healthcare environment.
• Strong organizational, communication, and problem-solving skills with attention to detail.
• Ability to manage multiple priorities, work independently, and maintain confidential information.