ADMINISTRATIVE SUPPORT SPECIALIST

Summary: This position is to perform administrative support duties of a complex and diverse nature requiring some independent analysis. To maintain departmental databases, generate statistical reports, review data, organize and compile materials for dissemination, perform fiscal duties as related to the department, and other clerical duties as assigned by management. The employee will direct the work of other clerical employees in a lead capacity and to coordinate events and activities.

Duties/Responsibilities:

• Provide general administrative support to 20 Pediatric Hospital Medicine (PHM) faculty and staff including direct support to 8 PHM faculty. Manage divisional phone calls and faxes and direct them to the appropriate parties. Greet all guests to the division. Assist PHM faculty with clerical duties, scheduling, documentation of educational activities and communication with other departments, divisions, or entities within UAB School of Medicine or within Children’s of Alabama. Upon request, take meeting minutes and/or attendance for both Zoom and In-person Meetings.
• Support high functioning clinical operations of the Division of Hospital Medicine. Prepare monthly schedules showing attending physicians for all general inpatient teams for each day according to instructions from faculty. Communicate changes with hospital operator and with team members. Maintain the SmartWeb database. Manage accurate census data. Maintain accurate accounting of moonlighting hours.
• Make travel arrangements and schedule itineraries for outside speakers and faculty candidates. Process travel, CME, and honorarium reimbursements. Maintain a spreadsheet detailing licensure and membership in organizations of multiple faculty members. Keep list of attendees for each Division RSS meeting as well as evaluations. Send required information to Children's of Alabama CME office. Obtain a list of CME completed at Children's of Alabama for each faculty member from the COA CME. Process reappointment forms for PHM faculty.
• Provide direct support for faculty development committees within PHM division.

Salary Range: $15.00 - $21.00

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:

• Experience: Experience in complex clerical duties.
• Knowledge, Skills, & Abilities: Written and verbal communication skills, Interpersonal skills
• Skills: Ability to work independently with minimal supervision. Organizational skills to prioritize workload and meet deadlines

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, religion, sexual orientation, gender identity, gender expression, 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.