Administrative Assistant II - CCHS FIRM

Overview

Pay Grade/Pay Range: Minimum: $18.32 - Midpoint: $21.97 (Hourly N4)

Department/Organization: 208131 - Family Internal & Rural Med FIRM

Normal Work Schedule: Monday - Friday 8:00am to 5:00pm; occasional evening/weekend hours as needed

Job Summary: The Administrative Assistant II provides administrative support for the operations of the unit. Performs moderately complex and well documented administrative tasks. Acts as office liaison/receptionist. Receives and routes phone calls, emails, and/or guests. Maintains files and enters data. Drafts and sends communications on supervisor/departmental staff behalf. Reconciles P-Card/Concur for other staff/faculty against departmental budget. Performs some simple budget monitoring/entry.

Operates standard office equipment such as personal computers, copiers, fax machines, etc.

Additional Department Summary: Provides administrative support to Department Administrator and assigned faculty members of the department of Family Internal and Rural Medicine (FIRM) at the College of Community Health Sciences (CCHS). Supports residents, medical students, and other clinical learners.

Required Minimum Qualifications: High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.

Skills and Knowledge: Excellent communication and customer service skills. Ability to work collaboratively in a dynamic setting. Ability to cope with stressful conditions. Ability to demonstrate tact, versatility, and adaptability. Ability to demonstrate a high degree of self-motivation and directional initiative. Efficient and accurate computer and data entry skills. Working knowledge of standard office software applications, including Microsoft Office and basic data platforms.

Skill in exercising initiative, judgment, problem-solving, and decision-making. Skill in organizing work to achieve department goals and objectives.

Ability to maintain strict confidentiality of protected health information and follow FERPA/HIPAA regulations at all times. Punctual and reliable, ability to work extended hours as needed during busier clinic times.

Experience with University financial policies and procedures, operating software (i.e. Banner, purchasing, budgeting, Concur, P-Card), and supervisory and/or office management experience is preferred.

Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation and information obtained from social media and other internet sources. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. A candidate with a prior conviction or negative behavioral red flags will receive an individualized review of the prior conviction or negative behavioral red flags before a hiring decision is made.

The University of Alabama is an Equal Employment/Equal Educational Opportunity Institution. All qualified applicants will receive consideration for employment or volunteer status without regard to any legally protected basis and will not be discriminated against because of their protected status. Applicants and employees of this institution are protected under Federal law from discrimination on several bases. More information is available in the EEOC’s Know Your Rights:
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