PROGRAM ADMINISTRATOR II

The UAB Division of Preventive Medicine is seeking a Program Administrator II. The successful candidate will administer the logistical support for a University-wide program, which is often of a large and/or complex nature. May participate in developing program plans, objectives and directives. May supervise support staff. Acts as a communication liaison with outside resources. Plans and carries out special projects related to the success of the program. Responsible for adherence to program budget. May provide education and training to UAB community.

Key Duties and Primary Responsibilities:

• Administrative Support Provides complex calendar management for assigned faculty including planning and scheduling meetings, arranging meeting rooms and equipment
• Ensures faculty supported have needed meeting materials. Coordinates domestic and international travel plans for assigned faculty including procurement of travel arrangements, preparation of travel materials, submission of foreign travel approval requests and professional leave requests in eLAS, and processing reimbursements
• Prepares and maintains biographical documents for assigned faculty including curriculum vitae, biographical sketches, and other research support documents. Assists in maintaining additional documentation for CMEs as needed for licensure and board certification renewals, and assists in maintaining supporting documentation for future promotion and tenure applications
• Provides comprehensive grant application preparation and editing assistance to assigned faculty including collection of application documents from key personnel and development of application components in coordination with PI
• Coordinates with division financial officers and Office of Grants and Contracts personnel. Utilizes eRA Commons, ASSIST and grants.gov as needed for preparation of initial applications and submission of progress reports and other needed reports
• Program Support Utilizes IRAP and provides comprehensive IRB support to assigned faculty member/s including drafting initial protocol submissions, drafting and submitting protocol amendments, tracking protocol approval expirations and preparation and submission of annual and ad hoc reports
• Prepares and submits purchase orders, payment requests, travel reimbursements and other financial documents as needed for assigned faculty and program staff
• Serves as pcard delegate and reconciles transactions on behalf of the faculty member/s supported, coordinates Greenphire participant payment program on behalf of faculty member/s supported and their program staff
• Plans and executes program conferences, meetings and training events, as needed. Initiates venue and other needed contracts, plans and procures catering needs, assists in preparation and creation of meeting materials
• Plans speaker itineraries and processes reimbursements and honorarium as needed
• Attends project meetings and prepares meeting notes, distributes to participants and tracks action items
• Uses SharePoint and other project management tools to keep team updated and communicate team news, etc
• Provides assistance with publication preparation, editing and submission
• Procures program supplies and equipment as needed and directed by assigned faculty and program staff
• Performs other duties as assigned

Hourly Salary Range: $18.35 - $29.80

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

Preferred Additional Qualifications:

• Advanced proficiency in MS Office products including Outlook, Word, Excel, PowerPoint and Publisher
• Proficiency in EndNote is highly preferred
• High level of proficiency in IRAP, Oracle, eRA Commons, ASSIST and grants.gov is strongly preferred
• Strong organization skills and ability to manage multiple concurrent projects is necessary for incumbents to succeed in this position
• Exemplary interpersonal and communication skills; exhibits high degree of professionalism and interacts with all levels of faculty and staff with diplomacy and tact; creates and maintains positive working relationships
• Works with a high degree of independence; is self-directed and able to complete job responsibilities with minimal supervision
• Able to independently research and resolve problems and issues as they arise