Administrative Project Specialist - Advancement

Vestavia Hills; Vestavia Hills (AL); On-site; USD 48,000 - 61,000; Full time

Job summary

The University of Alabama at Birmingham (UAB) seeks an Administrative Project Specialist to provide administrative, logistical, financial, and business support for the Office of Advancement. This full-time, on-site role supports the Advancement Careers team and hiring managers.

Responsibilities include coordinating candidate communications, onboarding, IT setups, accounts reconciliation, and calendar/room management for senior leadership. UAB emphasizes equal opportunity employment.

Qualifications

• 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.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, CoPilot).
• Ability to learn and use current technology, including AI.
• Self-motivated with critical attention to detail and deadlines.

Responsibilities

• Organize and coordinate candidate communication and scheduling for all openings within Advancement that are requesting on-campus interviews.
• Coordinate onboarding meetings and preparation through Asana; ensure materials and training for all new hires in the Office of Advancement are set up for new hires' start date. Prepare and coordinate all IT needs.
• Reconcile monthly accounts. Document outgoing payments and cross-reference when payments are made for department expenditures. Coordinate and submit reimbursement for Advancement staff.
• Support SVP’s Executive Assistant with managing calendar, answering phone calls, scanning documents and letters, ensuring conference room calendar is managed, and coordinate conference room setup for meetings, interviews, donor visits, and other major projects.
• Support SVP when the Executive Assistant is out of the office.
• Performs other duties as assigned.

Skills

Organizational skills

Time management

Communication

Multi-tasking

Detail-oriented

Teamwork

Education

Bachelor's degree in Business or related field

Tools

Microsoft Office Suite

Asana

Job description

Administrative Project Specialist - Advancement

ADMINISTRATIVE PROJECT SPECIALIST-ADVANCEMENT

The University of Alabama at Birmingham

General Responsibilities

The University of Alabama at Birmingham (UAB) seeks an Administrative Project Specialist to work in the Office of Advancement with the Administration and Fiscal Affairs office including the Advancement Careers team. The primary responsibility of this position is to provide administrative, logistical, financial, and business support services for assigned units. The incumbent will support the Administration and Fiscal Affairs office, Advancement Careers team, and hiring managers.

Position is full-time, on-site position.

Key Duties & Responsibilities

1. Organize and coordinate candidate communication and scheduling for all opening positions within Advancement that are requesting on-campus interviews. Manage forms for submissions.
2. Coordinate new hire onboarding meetings and preparation through Asana; ensure materials and training for all new hires in the Office of Advancement are set up for new hires' start date. Prepare and coordinate all IT needs.
3. Reconcile monthly accounts. Document outgoing payments and cross-reference when payments are made for department expenditures. Coordinate and submit reimbursement for Advancement staff.
4. Support SVP’s Executive Assistant with managing calendar, answering phone calls, scanning documents and letters, ensuring conference room calendar is managed, and coordinate conference room setup for meetings, interviews, donor visits, and other major projects.
5. Support SVP when the Executive Assistant is out of the office.
6. Performs other duties as assigned.

Salary Pay Range: $47,665 – $61,000

Qualifications

Minimum Requirements

Bachelor's degree in Business or a related field and five (5) years of related experience is required. Work experience may NOT substitute for the education requirement.

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
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, CoPilot)
• Ability to learn and use current technology, including AI
• Self-motivated with critical attention to detail and deadlines
• Ability to work in a fast-paced environment
• Ability to work autonomously and in a team environment
• Time management skills
• Customer service-minded
• Knowledge of project management tools

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