Job Description

Administrative Associate

The University of Alabama at Birmingham Administrative Associate 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:

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

Hourly Pay Range: $18.35 – $21.63

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.

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.

Primary Location: University Job Category: Clerical & Administrative Organization: 141004000 Career Center Employee Status: Regular Shift: Day/1st Shift Work Arrangement (final schedule to be determined by the department/hiring manager): Onsite

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