ADMINISTRATIVE ASSOCIATE

Administrative Associate

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 offices 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. This role will serve as a key operational partner for the Communications team, providing comprehensive administrative, technical, and systems support to ensure efficient day-to-day operations in a fast-paced environment. Manages team platforms, workflows, and technology systems, including user access, platform administration, troubleshooting, scheduling, and workflow coordination. Supports budget tracking through invoice and receipt management and collaborates across functions to optimize processes and maintain operational effectiveness. Utilizes tools such as Salesforce Marketing Cloud, Asana, Slack, Harvest, Flickr, YouTube, Flowpaper, and other shared technologies to drive team productivity and organizational success.

Responsibilities:

• Coordinate and manage complex schedules for department leadership, including meetings, interviews, and engagements with internal and external stakeholders.
• Provide proactive calendar management for directors by prioritizing competing demands, resolving scheduling conflicts, and ensuring efficient coordination of logistical details.
• Support preparation of meeting agendas, briefing materials, and large-group communications packets.
• Support onboarding, training, and ongoing process updates to ensure effective Communications Department operations.
• Support planning and execution of departmental events, including scheduling, logistics, catering, and on-site coordination.
• Compile and maintain monthly performance metrics across web, email, social media, and engagement platforms.
• Maintain reporting dashboards and ensure accuracy through routine audits of data and tracking systems.
• Maintain and update staff directories, shared tracking spreadsheets, and departmental files.
• Manage communicator onboarding and offboarding processes using Asana.
• Monitor and manage the department email inbox (View email address on click.appcast.io) to ensure timely response and routing.
• Manage departmental financial operations, including purchasing, P-Card transactions, invoices, reimbursements, and contract processing.
• Coordinate photo and video production activities, including vendor management, scheduling, and logistical support.
• Manage production approvals and workflows, including UAB Marketing submissions and location permissions.
• Serve as a proactive partner in identifying needs and improving departmental workflows and efficiency.
• Capture photography and support visual content creation for communications and digital channels.

Salary Range: $18.35 - $21.33

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. 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: 310000000 School of Medicine Dean's Office

Employee Status: Regular

Shift: Day/1st Shift

Work Arrangement (final schedule to be determined by the department/hiring manager): Onsite