ADMINISTRATIVE ASSOCIATE

ADMINISTRATIVE ASSOCIATE

The University of Alabama at Birmingham

General Responsibilities:

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.

Key Duties & Responsibilities:

1. Primary I-9 processor for student employees across the Division of Student Affairs.
2. Manage compliance processes.
3. Coordinating onboarding logistics.
4. Ensuring timely and accurate completion of employment eligibility requirements.
5. Financial and administrative operations.
6. Supporting departmental budget management.
7. Processing vendor contracts, reconciling payments, and assisting with employer engagement transactions and related financial processes.
8. Performs other duties as assigned.

Qualifications

Minimum Requirements:

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.

Bachelor's degree in Business Administration, Human Resources, Communications, Public Administration, Higher Education Administration, or a related field.

Related experience includes administrative or office operations support, budget tracking or financial processing, purchasing and vendor coordination, HR or onboarding processes, and managing schedules, workflows, or front-facing office functions. Experience working in higher education, student services, or similarly complex organizations, along with supporting events, employer engagement, or cross-functional teams, would also be considered relevant.

Preferences:

• Strong attention to detail, accountability, and problem-solving skills are essential, along with clear communication and the ability to work effectively with students, staff, employers, and vendors.
• Ability to manage multiple systems and deadlines, and a high level of accountability in handling sensitive financial and personnel information.
• Highly collaborative role that interacts regularly with campus partners, external vendors, and employers.
• Proactive, organized, and comfortable balancing a wide range of responsibilities in a fast-paced environment, while contributing to a positive and service-oriented office culture.
• Comfortable using tools like Excel and learning new systems quickly, while staying highly organized and able to manage multiple priorities.