EXECUTIVE ASSISTANT I

$47,665 - $77,455/Yr

The University of Alabama at Birmingham - Birmingham, AL

Full-time - Entry Level

Birmingham, AL

About the position

The University of Alabama at Birmingham is seeking an Executive Assistant I for the Department of Cell, Developmental, and Integrative Biology. This position is crucial in supporting the administrative needs of the Department Chair and the Office of the Chair. The successful candidate will be responsible for managing the chair's calendar, scheduling meetings, and assisting with professional correspondence. Additionally, the Executive Assistant will oversee the scheduling of annual review meetings with all faculty members, manage the HSOM Promotion and Tenure process, and provide administrative assistance to department Vice Chairs and the Executive Council. The role requires a high level of independence and initiative, as the Executive Assistant will handle diverse, complex, and often confidential administrative tasks. This includes performing special assignments such as researching information, compiling reports, and summarizing incoming correspondence and publications. The position may also involve human resources-related duties, general office management, and supervising support staff. The Executive Assistant will coordinate special projects and monitor financial, budgetary, and personnel processes as needed. Candidates must possess strong organizational skills, the ability to manage multiple assignments, and adapt to changing conditions. They should be results-driven achievers with excellent planning skills and a high attention to detail. Exceptional communication skills, both verbal and written, are essential, along with the ability to handle pressure and resolve problem situations effectively. Proficiency in various software applications is required, as well as proven interpersonal skills to build relationships within the institution.

Responsibilities

• Manage chair's calendar and schedule meetings
• Assist the chair with professional correspondence
• Oversee the scheduling of annual review meetings with all CDIB faculty
• Manage the HSOM Promotion and Tenure process
• Provide administrative assistance to department Vice Chairs and Executive Council
• Manage chair travel and reimbursements
• Serve as event coordinator of the CDIB Bi-weekly Seminar Series
• Coordinate faculty recruitment visits
• Perform special assignments such as researching information and compiling reports
• Handle human resources-related duties and general office management
• Supervise support staff and coordinate special projects
• Monitor financial, budgetary, and personnel processes

Requirements

• Bachelor's degree in a related field
• Two years of related experience or an equivalent combination of relevant education and/or experience
• Strong written communication skills
• Proficiency in email management, calendar management, and travel management
• Ability to manage multiple assignments and tasks
• Exceptional listening and communication skills
• High attention to detail and organizational skills
• Ability to handle pressure and resolve problem situations

Nice-to-haves

• Experience in event planning
• Emotional intelligence
• Professional discretion
• Multitasking abilities

Benefits

• Travel reimbursement