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 office's 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.

Key Duties and Responsibilities:

• Handles calendar for the Associate Dean of Research and Innovation
• Handles travel bookings and re-imbursements for Associate Dean.
• Sets up slots in Microsoft bookings page for REACH program support.
• Prints agendas and meeting notes in support of the Associate Dean's daily schedule.
• Maintains faculty files related to ongoing research projects for the School of Health Professions.
• Files agendas and meeting notes of regular meetings with Department Chairs and the Dean.
• Provides general upkeep of the Office of Research and Innovation at SHP
• Coordinates work requests for the department with Facilities Maintenance and other departments to ensure items are repaired or replaced correctly in a timely manner.
• Coordinates courier and/or FedEx packages.
• Coordinates and schedules large team meetings for the Office of Research and Innovation
• Organizes the coordination of events (reserved appropriate location) for multiple events and large team meetings hosted by the Office of Research and Innovation at the School of Health Professions.
• Provides logistical support before, during, and after an event hosted by the Associate Dean of Research and Innovation.
• Coordinates with Central and Dean's office for event approval and incidental requests.
• Handles all purchase orders, catering requests, vendor invoices, establishing and renewing contracts (CMS), processing payment requests and travel reimbursements related to events.
• Prepares signage, documents, and document packages (printing, etc.) for events and meetings.
• Coordinates with IT and ensures the setup is complete and operational for large audio/video meetings for the Associate Dean of Research and Innovation.
• Maintains all trainee files.
• Process travel payment requests and reimbursements.
• Coordinate annual IDP meetings and manage records.
• Schedule and hold interviews with trainees.
• Schedules annual advisory board meeting
• Process travel reimbursements for external members.
• Maintains and stores supplies for the department, and bookkeeping related to the Office of Research and Innovation on Oracle and performs p-card reconciliations.
• Receives visitors to the Office of Research and Innovation.
• Organizes itinerary, all travel arrangements (flights, hotel bookings) and ensures everything is in place for Visiting Scientists who come to UAB to Collaborate with various Researchers and Scientists.
• Escorts event Guests, Visiting Scientists, and International Visitors to meetings on campus.
• Handles travel reimbursements and honorarium payment processing for guest speakers.

Knowledge / Skills / Abilities

• Must be self-directed/self-motivated
• Must have good communication and interpersonal skills
• Must be able to perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure
• Must be able to accept responsibility for the direction, control and planning of one’s own work
• Must be able to work independently
• Must be able to recognize the rights and responsibilities of patient confidentiality
• Must be able to convey empathy and compassion to those experiencing pain, physical or emotional distress and/or grief
• Must be able to relate to others in a manner which creates a sense of teamwork and cooperation
• Must be able to communicate effectively with people from every socioeconomic, cultural and educational background
• Must be able to exhibit flexibility and cope effectively in an ever-changing, fast-paced healthcare environment
• Must be able to perform effectively when confronted with emergency, critical, unusual or dangerous situations
• Must be able to demonstrate the quality work ethic of doing the right thing the right way
• Must be able to maintain a customer focus and strive to satisfy the customer's perceived needs

Annual Salary Range: $38,170 - $62,015

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.