Office Support Specialist- Chemistry

Duties & Responsibilities

• Independently receives and screens visitors, phone calls, and email inquiries related to the Department of Chemistry. Exercises professional judgment when escalating inquiries to the Department Head or relevant staff as needed. Initiates contact with relevant resources to obtain or clarify information. Provides authoritative answers and information based on campus and departmental policies and procedures.
• Answer calls and email inquiries regarding Chemistry graduate admissions, including program admission requirements and decisions. Provide authoritative information to applicants and prospective students on university facilities, activities, housing, and financial concerns.
• Coordinates logistical arrangements for Department Head, staff and guest travel; independently initiates travel reservations, conference registrations, expenditure reimbursements and travel advances. Assists with guest itinerary preparation.
• Assists with departmentally-sponsored event coordination. Includes lectures, retreats, workshops, ceremonies, meetings, meals and receptions. Logistical coordination for these events includes space planning, catering reservations, agenda communications, and on-site assistance with various tasks to support successful events.
• Prepares and disseminates departmental correspondence as needed using independent judgment. Performs and reviews data entry in various systems, including handling confidential information. Implements procedures to comply with record retention policies. Maintains large volume of electronic files and records, including converting physical documents to electronic files, organizing network file system, and oversight of confidential shredding & recycling.
• Independently initiates expenditures for the Department’s needs using a P-card, T-card or purchase order systems. Applies professional judgement to determine the business justification of requested expenditures, as well as the appropriate funding source. Maintains records of financial transactions on various operational accounts
• Distributes and prioritizes mail to Department Head and staff based on topic and urgency. Secures Department Head signature for various documents. Maintains departmental parking space schedule and initiates other space requests as needed. Other duties as assigned, to further the mission of the department.