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ADMINISTRATIVE ASSOCIATE

University of Alabama at Birmingham
Full Time
Posted Today
Job description

Summary: 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 patent flow management. This position will assist the Division Director by, but not limited to, maintaining calendar, arranging travel, reimbursements, and assistance with clinic schedules. May assist in preparation and submission of grants. May prepare financial reports and analyses.

Duties/Responsibilities:

Involvement with patients clinic schedules, assist patient's families by answering phone calls regarding patients. Follow established procedures for answering and appropriately routing incoming calls to appropriate faculty, nurses, and staff. Printing of daily schedule for the Division Director and other assigned faculty. Patient correspondence via email, phone calls, or mail as directed. Assist with blocking clinics as required by faculty. Schedule and/or reschedule clinic appointments as requested. Scan and download confidential patient records and documentation to Chartmaxx. Assisting in preparation and submission of grant applications as requested, manuscripts, abstracts, requested data and publications.

Fiscal duties and responsibilities that include processing invoices, reimbursements, and reconciliation. Act as liaison between finance team and division, to provide reports and analyses when requested. Management and delegation of the division's credit card and it's expenses. Manage general and study specific supply orders for the entire division. May prepare financial reports and analyses

Provide administrative and clerical support to the Hematology Oncology Division Director and second faculty member as assigned. To include calendar management, setting up meetings, luncheons, conferences, as well as minutes of meetings. Arrange travel for conferences, inform Division Director of deadlines, and complete reimbursements. Process renewal of professional membership and medical license renewals, maintaining an updated CV for the Division Director and other assigned faculty.

To assist in programmatic activities and functions with the Clinical Trials team (CTO). May provide confidential secretarial/office support to the division director. Manage special projects relating to the office's administrative operations at the direction of the superior. Assist in identifying spaces for large division meetings, coordinate faculty interviews and travel arrangements.

May be back up for other secretarial duties such as rotating schedule for backing up receptionist with phones, sorting mail, and scanning documents.

Performs other duties as assigned by Administrative supervisor, Division Director, and/or other faculty member


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.


Primary Location University Job Category Clerical & Administrative Organization 311652600 Ped - Hematology/Oncology Employee Status Regular Shift Day/1st Shift

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