ADMINISTRATIVE PROJECT SPECIALIST-CFAR

University of Alabama at Birmingham

General Responsibilities

• To administer the logistics of specified projects or programs within an administrative unit/area in the Center for Aids Research (CFAR).
• To implement, manage and provide technical expertise and to make independent decisions relevant to the development and submission of specific detailed reports on behalf of the organizational leaders.
• To operate with a high degree of independence, facilitating recurring events and special projects on behalf of the leadership.
• To manage budgets, prepare and monitor reports for compliance, lead audits and ensure projects and individual goals are met.
  
  

Key Roles & Responsibilities

• Administers personnel standards, performance issues, staffing, payroll, service quality control, and other matters associated with the productivity and operations of the CFAR. Provides technical expertise and training for CFAR staff as it relates to Kronos, Oracle, general UAB policies and processes and CFAR-specific policies.
• Serves as the CFAR Human Resources Administrator. Maintains confidential HR records and assurance of privacy of HR matters, provides feedback and cautionary communications. Point of contact with institutional officials on complex HR issues. Initiates and monitors compliance of required training and documentation.
• Possesses technical expertise in university systems and processes, including complex domestic and international travel, purchasing, payments and reimbursements. Manages specified budgets and payments in accordance with CFAR budget considerations. Administrates patient transportation voucher program in collaboration with the 1917 Clinic. Conducts periodic audits of the process and proper use of vouchers.
• Ensures day to day function and oversight of the CFAR facilities and equipment. Coordinates vendors, repairs, renovations, purchases and installations. Point of contact for facility and equipment use by other schools/departments/divisions and external groups. Coordinates with IT to ensure computer access and compliance, and proper function and access to the CFAR server and related databases.
• Leads coordinator of recurring meetings and special events hosted by the CFAR. Ensures timelines, milestones and budgetary considerations are met. Responsibility for on campus or off-site venue booking, catering, travel, correspondence, quotes, contracts, and facility coordination. Serves as the point of contact for visiting scholars, guest speakers, and CFAR advisory groups, including arrangement of travel, schedules and visit-related activities.
• Develops CFAR communications for sharing across online platforms (LinkedIn, email, etc) as well as print media.
• Manages the calendar and appointments for the CFAR Director and Administrator, including communicating with collaborators across time zones and in a constantly shifting daily schedule.
• Performs other duties as assigned.
  
  

Knowledge, Skills, Abilities & Work Characteristics

• Highly organized individual with the ability to multi-task and prioritize
• Prior experience managing communications is desirable as well.
• Work experience may substitute for a degree for the right candidate.
• Degrees in Administration, HR, communications or business/marketing
  
  

Salary Range: $47,665-$77,455

Education

• Bachelor's degree in a related field and five (5) years of related experience required.
• Work experience may substitute for education requirement.
  
  

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.

Primary Location

University

Job Category

Clerical & Administrative

Organization

310008500 Center for AIDS Research

Employee Status

Regular

Shift

Day/1st Shift

Work Arrangement (final schedule to be determined by the department/hiring manager)

Hybrid Eligible