Job Details

Under general supervision, performs standard clerical and administrative duties. Requires demonstrated knowledge of the fundamental concepts, practices and procedures of the secretarial function usually gained through formal education in secretarial science or secretarial experience. Reads, prioritizes and routes incoming mail. Makes travel arrangements and reservations. Schedules appointments. Orders supplies, maintains databases and reports. Assists with special projects. Drafts and types correspondence. May supervise other support personnel. May handle confidential information, dictation and transcription. May verify insurance and process medical record requests.

Will provide administrative and clerical support to Montgomery Internal Medicine Residency Program and the Montgomery Psychiatry Program. Will provide business support to both programs in the form of p-card transaction reconciliations, processing invoices, reimbursements for travel and supplies and contract support; coordinating program activities, provide confidential secretarial support for program Faculty including coordinating scheduling the schedules for department leadership, including complex meetings, interviews, and external stakeholders; Provide proactive calendar management for directors, including conflict resolution and scheduling logistics to include travel time and clinic schedules; coordinate program activities and meetings including scheduling; room reservations; meeting notifications and follow up, on-site coordination on day of activity; order supplies; responsible for space management; submission of maintenance tickets for various repairs or housekeeping issues.

Duties and Responsibilities:

• Office operations including calendar management; scheduling meetings; communication of meetings to stakeholders; managing supplies
• Fiscal responsibilities including processing of invoices; p-card transaction reconciliation; reimbursements
• Communication including handling emails; responding to requests; answering phone calls and inquiries; drafting correspondence; submission of maintenance and housekeeping tickets
• Assisting with onboarding of new employees and Residents including obtaining security badges; preparing new hire folders and department information
• Perform other duties as assigned

Salary Range: $15.50 - $22.00

Qualifications

High School diploma or GED and five (5) years of related experience required.

Preferred:

• Previous office experience and maintaining multiple calendars and clerical duties with an emphasis on accuracy,

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.