Staff Careers

This employee is a key member of the UAH Facilities & Operations department, which is responsible for the planning, design, construction, renovation, maintenance, and repair of each of the University’s 90+ buildings and 500 acres. The Administrative Assistant works alongside Facilities and Operations architect, interior designer, project managers, and leadership, providing administrative support for activities related to the planning, design, construction, renovation, and maintenance of University structures, grounds, and utilities, to support our continuing effort to provide a safe and functional learning and research environment of the campus community.

The incumbent provides a variety of administrative support assignments that do not follow a prescribed routine; however, the general assignments performed ensure that activities are performed proficiently and in accordance with University standards, Board of Trustees policy, and Alabama Building Commission code. He/she anticipates needs and required action and carries out all prescribed duties.

Duties/Responsibilities

Provide general administrative support:
• Answer phones & handle all inquiries within employee’s capacity. Route calls elsewhere as needed. Complete phone surveys/inquiries as needed.
• Screen visitors to control interruptions.
• Arrange meetings and amenities as needed.
• Arrange travel. Prepare itinerary, trip file, & expense tools. Complete expense reports after trip.
• Schedule meetings, set up appointments, & maintain multiple calendars including calendars for conference room & training room use.
• Analyze and review support needs of the project management staff and implement new procedures to more effectively accomplish the missions of the Department.

Provide support for the Planning, Design, and Construction unit related to project management support:
• Utilize department’s computerized project management software to maintain electronic project files for quick reference & review by project managers, architects, & Assistant Vice President for Facilities & Operations (AVP).
• Prepare a variety of correspondence, forms, contracts, lists, requisitions, memoranda, letters, & other documents. Proofread materials to assure accuracy.
• Communicate & coordinate with university user groups and vendors including contractors, architects, & engineers.
• Schedule & coordinate project meetings with project managers, campus architects, & AVP to ensure transparent communication of project issues/delays/budget concerns.
• Submit applications for Sales Tax Exemption of each construction project to the State of Alabama Department of Revenue once contracts have been received & Letter of Intent is issued, secure certificates once received & return to back to the state upon completion of the project. Request extension if necessary.
• Scan and file completed projects in accordance with state retention records policy in preparation for annual state audit.
• Report to funding agencies as required for any grants.
• Act as a problem solver to vendors and university user groups.

Provide support for the Planning, Design, and Construction unit related to contract documents:
• Utilize department’s computerized project management software to track all project-related contract documents received, reviewed, & executed (contracts, amendments, change orders, submittals, permit applications, closeout documents, etc.).
• Prepare contracts for professional services and supporting documents or amendments to existing contracts using guidelines of Procurement Services Policies and Procedures Manual (11/2016), Section VI.
• Review, route, & process construction contracts, architect agreements, construction pay requests, & change orders. Monitor the progress of contract documents & project approval forms as they are routed for signature. Distribute executed documents to appropriate parties.
• Monitor the progress of contract documents & project approval forms as they are routed for signature.
• Distribute executed documents to appropriate parties.

Provide for the Planning, Design, and Construction unit related to procurement:
• Process requisitions and purchase orders.
• Purchase publication subscriptions, travel, & training using corporate P-Card. Reconcile P-Cards assigned to Planning, Design, & Construction unit.
• Utilize department’s computerized project management software to post expenditures & project data, create projects, and extract reports as needed.

• Bachelor’s degree or an equivalent combination of education and years of experience
• 3-5 years of related full-time verifiable administrative work experience
• This employee will be a regular driver as defined in the UAH Vehicle Safety Management Program, which includes but is not limited to, possessing a valid driver’s license and maintaining an acceptable MVR in the judgment of the University’s insurance company.
• Must have excellent verbal and written communication skills
• Must be detail-oriented, dependable, self-starter, and have the ability to work under pressure
• Excellent customer service skills are required
• Must have good organizational skills
• Must have basic accounting skills and the ability to analyze data
• Must have good problem-resolution skills
• Knowledge of Microsoft Office suite is required

• Experience in University procurement is preferred.
• Banner knowledge is desired.
• Experience with Procore is preferred.

$40,000 -$43,000