Administrative Associate

Vestavia Hills; Birmingham (AL); Hybrid; USD 25,000 - 30,000; Full time

Job summary

The University of Alabama at Birmingham seeks an Administrative Associate to support the Office of Advancement and the Executive Directors of Development for Professional Schools and University Schools and Colleges. The role provides comprehensive administrative, operational, and fiscal support, coordinating calendars, meetings, travel, communications, records management, and office operations.

The incumbent will serve as a professional point of contact for internal and external stakeholders,

Qualifications

• Bachelor's degree in a related field and one year of related experience or an equivalent combination.
• Strong administrative and clerical knowledge with office management practices.
• Ability to manage multiple priorities, deadlines, and customer interactions.
• Proficiency in Salesforce/CRM and Microsoft Office Suite.

Responsibilities

• Manage calendars, schedule appointments, and coordinate meetings and events.
• Draft, format, edit, and prepare correspondence, reports, and materials.
• Create and maintain reports, contact lists, tracking systems, and CRM records.
• Greet colleagues, donors, and visitors professionally and respond to inquiries.

Skills

Organizational skills

Time management

Communication skills

Customer service-minded

Written communication

Verbal communication

Document preparation

Education

Bachelor's degree in related field

Tools

Salesforce/CRM

Microsoft Office Suite

Job description

ADMINISTRATIVE ASSOCIATE
The University of Alabama at Birmingham

The University of Alabama at Birmingham (UAB) seeks an Administrative Associate to join the Office of Advancement. The primary responsibility of this position is to work closely with and support the Executive Directors of Development for Professional Schools and University Schools and Colleges. The incumbent will provide comprehensive administrative, operational, and fiscal support by coordinating calendars, meetings, travel, communications, records management, and office operations.

The incumbent will serve as a professional point of contact for internal and external stakeholders, ensuring exceptional customer service, effective communication, and efficient office procedures. The Administrative Associate will have strong organizational, technical, and administrative skills to support the Executive Directors.

Position is a full-time, on-site position.

Key Duties & Responsibilities

Executive and Administrative Support

• Manage calendars, schedule appointments, and coordinate meetings and events including logistics, invitations, agendas, materials, minutes, room arrangements, and follow-up communications.
• Draft, format, edit, proofread, and prepare correspondence, reports, presentations, memoranda, and other materials on behalf of the Development Office.
• Create and maintain reports, contact lists, tracking systems, and other administrative records. Maintain and update CRM records ensuring accuracy.

Office Operations

• Greet colleagues, donors, visitors, and guests in a professional and welcoming manner. Respond promptly and accurately to telephone calls, emails, and general inquiries.
• Maintain organized electronic and paper filing systems.
• Monitor office supply inventory and coordinate purchasing as needed.

Fiscal, Procurement, and Records Support

• Prepare and process requisitions, purchase orders, travel authorizations, reimbursement requests, and related documentation. Maintain organized records.
• Process requests for records and other documentation in accordance with applicable policies and confidentiality requirements.
• Performs other duties as assigned.

Hourly Pay Range

$18.35 – $22.11

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.

Knowledge / Skills / Abilities

• Knowledge of standard administrative, clerical, and office management practices and procedures
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• Strong proofreading, editing, formatting, and document preparation skills
• Ability to work competently and accurately within Salesforce/CRM
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• Ability to manage multiple projects simultaneously
• Time management skills
• Customer service-minded

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.

Additional Postings available from UAB Advancement