On-Site 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

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.