Office Support Associate- Cell & Developmental Biology

Duties & Responsibilities

Work with the faculty chair for seminar committees and assist the Office Manager in tasks related to the hosting invited seminar speakers.

• Assist Office Manager by sending letters of invitation, making travel arrangements, and booking hotel rooms. • Draft seminar announcements and flyers for review and approval from the faculty chair.
• •Update Webtools calendar with seminar information.
• Assist faculty host with creation of itineraries to be reviewed and approved by the faculty chair.
• Make meal reservations.
• Purchase and set up seminar reception refreshments.
• Process honorarium payments and travel expense reimbursements (includes processing of Foreign National Payments).
• Enter speaker names, seminar dates, and related seminar details into an electronic database.

Provide support for the departmental Graduate Program

• Send annual review information to the student committee.   
• Draft flyers and distribute seminar announcements for review and approval from Director of Graduate Studies. 
• Update Webtools calendar with student names and seminar dates.   
• Work with the Director of Graduate Studies to verify each semester that all students are enrolled in and follow the curriculum with respect to the CDB department's student guidelines. 
• Update student credit hour checklist for student file.   
• Maintain listing of graduate students and maintain confidential graduate student records. 
• Maintain graduate student listserv.

Make P-card and T-card Purchases as requested by the Office Manager and other department personnel.

• Process procurement and reimbursement expense reports.   
• Keep records of all expense reports and backup documentation.

Office Support 

• Greet office visitors with professional courtesy.   
• Serve in a receptionist capacity, answer the telephone, and redirect calls and take messages as needed.   
• Maintain a working knowledge of departmental events and activities in order to accurately disseminate information and answer routine questions.   
• Assist the department Office Manager in general office functions; such as the collection of manuscripts, faculty CVs, and surveys.
• Sort and distribute mail to proper departmental mailboxes. 
• Notify recipients of urgent deliveries. 
• Prepare shipment of documents and non-hazardous biological material as needed. 
• Maintain department key inventory and the department employee directory. 
• Distribute laboratory and building keys to departmental personnel and maintain the key filing system.
• Perform annual key inventory. 
• Order supplies as needed or requested by department personnel. 
• Report repair and maintenance needs to MCB Facilities. 
• Other duties as assigned to further the mission of the department.
  
  

Reserve Conference Rooms 

• Monitor daily events booked in each room. 
• Post the weekly schedules outside each room.