"Administrative Support Spec- Hospital Maintenance"

Job Description

Administrative Support Spec- Hospital Maintenance

The primary accountabilities below are intended to describe the general content and requirements of this position and are not intended to be an exhaustive statement of duties.

Description

Hospital Maintenance (Facilities) is hiring an Administrative Support Specialist to keep our team organized and moving. This role supports the AVP and department staff with scheduling, HR/payroll coordination, purchasing, records, and day-to-day operations. The position is on-site and customer-facing with hospital departments, vendors, and internal partners.

The retirement program is through the Teachers' Retirement System (TRS).

Essential Accountabilities:

• Administrative operations: prepare documents, manage files, enter data, handle mail, and arrange travel and reimbursements.
• HR and recruiting support: schedule interviews, manage candidates in Taleo, assist with hiring and onboarding, track leaves of absence and corrective actions, and serve as primary or backup for payroll preparation/certification.
• Calendars and meetings: manage calendars for the AVP/leadership, coordinate meetings and events, send reminders, prepare agendas and materials, take minutes, and follow up on action items.
• Communication and customer service: serve as a point of contact for Hospital Maintenance with internal departments, external customers, vendors, and contractors; route requests and follow through to resolution.
• Records and reporting: maintain accurate department records (projects, staffing, equipment/asset and admin files); compile summaries and routine reports for leadership.
• Purchasing and supplies: order uniforms, office supplies, and business cards; research items; process purchases in university systems; receive POs; maintain P-Card documentation per policy.
• Project and event support: help coordinate department events and projects (e.g., annual uniform ordering, trainings, safety meetings) and track logistics and deadlines.
• Compliance and confidentiality: safeguard HR, medical, salary, and financial information; follow university policies and procedures, including document retention.
• Professional standards: model reliable attendance, punctuality, and professional conduct in a healthcare environment.
• Other duties as needed to support the mission of Hospital Maintenance.

WORK SCHEDULE

On-site, Monday-Friday, between 7:00 a.m. and 5:00 p.m. (hours may vary to meet department needs). This position is designated essential personnel and must report during emergencies (e.g., severe weather) even if the University closes.

STARTING PAY

Full consideration requires a complete application: include all relevant experience in the application and attach a current resume. Information on the resume must also appear in the application. Starting rates follow Compensation Guidelines and consider total relevant, verifiable experience (UAB/UAB Medicine and external), grade minimums, internal equity, and pay ranges.

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.

LICENSES/CERTIFICATIONS/REGISTRATIONS:

Driving record should meet University underwriting guidelines to drive vehicle in performance of University business. Current underwriting guidelines include possession a valid driver's license, issued in the United States; at least 21 years of age; at least three years of driving experience; maintain an acceptable Motor Vehicle Record (MVR).

KNOWLEDGE, SKILLS, ABILITIES, AND WORK CHARACTERISTICS:

• Proven experience in an administrative role, preferably in a healthcare or maintenance setting.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal abilities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Knowledge of basic office equipment and procedures.
• Ability to work independently and collaboratively in a team environment.
• Ability to follow policies and procedures
• Highly effective written and verbal communication skills that can be used with people of various backgrounds, cultures, experience, and education level
• Oracle, human resources and Hospital Kronos experience, a plus
• Ability to serve on committees to represent the department
• With or without reasonable accommodation: extended computer use; walking between and within hospital buildings; occasional stair climbing, bending, stooping, and kneeling.

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

Job:Clerical & Administrative