ADMINISTRATIVE SUPPORT SPECIALIST - HOSPITAL MAINTENANCE

The primary accountabilities below are intended to describe the general content and requirements of this position and are not intended to be an exhaustive statement of duties.  

Are you ready to join a growing team? Hospital Maintenance-Facilities is currently seeking a motivated and organized individual to join our growing team as an Administrative Support Specialist to support our maintenance team.

Under minimal supervision, coordinates administrative, personnel, and logistical support for Hospital Maintenance.  Incumbent regularly uses judgement and decision-making skills to provide administrative guidance to the department. Incumbent serves as liaison between the AVP’s office, internal staff, external and internal customers, and Facilities. The retirement program is through The Teachers' Retirement System (TRS).

ESSENTIAL ACCOUNTABILITIES:

• Administrative Support: Provides comprehensive administrative support to the maintenance team, including document preparation, data entry, and file management. Arranges and coordinates travel and travel reimbursement for staff. Performs specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines.
• Human Resources/Payroll: Supports human resources and payroll processes as a primary contact or backup for payroll preparation or certification, leaves of absence tracking, and other requirements. Schedules interviews, manages candidates in Taleo (recruiting software), and follows the hiring process through completion. Manages the department’s on-boarding process.
• Calendar Management: Schedules and coordinates appointments, meetings, and events for the maintenance team, ensuring efficient use of time and resources.
• Communication: Serves as a liaison between the maintenance department and other hospital and internal departments, external vendors, and contractors. Facilitates clear and effective communication channels.
• Record Keeping: Maintains accurate and up-to-date records of maintenance activities, equipment inventory, and documentation related to regulatory compliance. Assists the dispatchers as needed, and documenting all calls in a detailed manner.
• Supply Management: Monitors and replenishes office supplies, ensuring that the maintenance team has the necessary resources to perform their duties. Supports purchasing requirements for department, researching items, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required. Orders uniforms, supplies and business cards.
• Reporting: Generates regular reports on maintenance activities, resource utilization, and project status. Summarizes data for management review.
• Documentation: Assists in the preparation of documentation for maintenance projects, including work orders, reports, and safety procedures.
• Problem Resolution: Addresses and resolves administrative issues promptly. Collaborates with the maintenance team to ensure smooth daily operations.
• Assists in Project Coordination: Supports the coordination of maintenance projects, collaborating with team members, contractors, and other stakeholders as needed.
• Training:  Provides advance planning, information, talking points, agendas and various materials for upcoming meetings and presentations.  Attends meetings on behalf of department’s leadership. Attends departmental training, including monthly safety meetings.
• Confidentiality: Maintains sensitive and confidential information to include financial, medical, HR and salary data.
• Professionalism: Maintaining a professional demeanor is important in a healthcare setting. The candidate should exhibit professionalism when interacting with patients, hospital staff, and visitors.
• Punctuality and Reliability: Given the critical nature of hospital operations, being punctual and reliable is crucial. The candidate should be committed to fulfilling their responsibilities consistently and on time. 
• Performs other administrative duties as required to support the mission and function of the department.

Work Schedule:  On-site, Monday through Friday, between the hours of 7:00 AM - 5:00 PM (Subject to change to meet the needs of the department). Position is designated as essential personnel. Essential personnel are required to work during emergency situations, such as inclement weather, regardless of the University’s closure. Employees should be prepared to travel to work during inclement weather, emphasizing the importance of their role in critical situations.

Starting Hourly Pay Range:  $17.50 - $23.00 (Starting rates are based on our Compensation Guidelines, taking into consideration total relevant, verifiable experience (UAB/UAB Medicine and outside experience), grade minimum, internal equity, and pay ranges). 

 

Qualifications

 

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. For full consideration, please be certain application and resume showcase all related experience as related to the job announcement. Work experience should showcase successful progression in responsibilities and demonstrated administrative skills.  Incomplete job profiles will not be processed.

LICENSES/CERTIFICATIONS/REGISTRATIONS:

Driving record should meet University underwriting guidelines to drive vehicle in performance of University business. Current underwriting guidelines include possession a valid driver’s license, issued in the United States; at least 21 years of age; at least three years of driving experience; maintain an acceptable Motor Vehicle Record (MVR).

KNOWLEDGE, SKILLS, ABILITIES, AND WORK CHARACTERISTICS:

• Proven experience in an administrative role, preferably in a healthcare or maintenance setting.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal abilities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Knowledge of basic office equipment and procedures.
• Ability to work independently and collaboratively in a team environment.
• Ability to follow policies and procedures
• Highly effective written and verbal communication skills that can be used with people of various backgrounds, cultures, experience, and education level
• Oracle, human resources and Hospital Kronos experience, a plus
• Ability to serve on committees to represent the department
• Must be able to possess the necessary physical requirements, with or without the aid of mechanical devices, to safely perform tasks requiring:
  • sitting and staring at a computer screen for extended periods of time
  • climbing stairs, bending, stooping, and kneeling
  • walking significant distances between and within buildings in the Hospital.

For more information about UAB Facilities, please visit: http://www.uab.edu/facilities/ .

UAB is an Equal Opportunity/Affirmative Action Employer committed to fostering a diverse, equitable and family-friendly environment in which all faculty and staff can excel and achieve work/life balance irrespective of race, national origin, age, genetic or family medical history, gender, faith, gender identity and expression or sexual orientation. UAB also encourages applications from veterans and individuals with disabilities.