Office Support Specialist

Duties Responsibilities OFFICE OPERATIONS SUPPORT (40%) Receives and screens calls and visitors for the department; determines needs and personally handles routine inquiries, requests, or problems. Reviews and logs all incoming mail and packages, responding to routine items and distributing remainder to whom it is appropriate.

Assists purchasing manager with coordination of outgoing UPS shipments for the department. Manages departmental key distribution. Keeps the department apprised of important dates and deadlines and assists where needed to help ensure the department meets those deadlines. Manages department inventory records including new acquisitions in FABweb as well as requested updates by Property Accounting.

Coordinates with the Assistant Director of ABE Facilities, Operations and Planning to submit work orders in the Facilities Services Portal as needed. Assists HR Specialist with compliance tracking for Ethics and Title IX trainings. BUSINESS OPERATIONS SUPPORT (30%) Manages travel arrangements and monitors and expedites progress for faculty, staff, and students.

This includes airfare, lodging, conference registration, rental car, and any other costs associated with travel. Assists faculty, staff, and students with submitting expense reimbursements in Chrome River. Assists Business Finance manager with c-fop maintenance in Chart of Accounts. Facilitates new user access to Emburse Enterprise by submitting access requests through the university’s security application in accordance with policy.

DEPARTMENTAL COMMUNICATIONS EVENT SUPPORT (15%) Provides support for department events, including awards receptions/banquets, welcome-back events, Thanksgiving potlucks, the ABE Farm Cookout, Pancake Feed Social, etc. Duties may include preparing and distributing flyers and invitations, assisting with catering orders, making room reservations, and coordinating other event logistics.

Assists with maintaining and updating departmental website content. Assists with preparing and posting physical and digital signage. Assists with maintaining departmental social media accounts by preparing and posting approved content. Maintains and updates department lists, including email listservs. Organizes and collects staff, faculty and graduate photos as needed to update departmental sites.

DEPARTMENT HEAD SUPPORT (10%) Assists with coordination of various meetings such as annual reviews, monthly faculty/staff meetings, and various departmental committees. Assists with the annual Promotion and Tenure process, including gathering required documentation and submitting materials to the College of ACES Dean’s Office.

Assists with the preparation of department newsletters, including the weekly ABE e. News (for faculty, staff, and graduate students) and weekly Advising e. News (for undergraduate students). Performs other duties as assigned. (5%)