Office Support Specialist - Discovery Partners Institute

Duties & Responsibilities

• Communications management
  • Provide program knowledge and expertise including preparing or compiling supporting materials, documents, and files in preparation for meetings and other unit activities.
  • Serve as information resource: gather information, prepare materials, respond to questions, and disseminate information on behalf of DPI.
  • Serve as an integral communication intake point and coordinator for DPI.
  • Provide email support with a high degree of tact and technical knowledge.
  • Receive, screen, document, and route incoming communication. Manage follow-up actions on inquiries through resolution.
  • Practice active listening to extract relevant information from conversations, arrange the information efficiently, and take appropriate action.
• Time and calendar management
  • Coordinate and schedule the calendars of DPI Directors and unit staff, which are complex and fluid.
  • Exercise independent judgement in determining priorities and effective utilization of time for meetings and appointments, including coordination with other administrative offices and university departments/units.
  • Prioritize conflicting needs, handle matters expeditiously and proactively, and follow-through on tasks to successful completion, often with deadline pressures.
• Operations management
  • Manage unit purchases and project/program budgets including organizing purchase and travel requests, routing approvals and maintaining documentation in compliance with university policies.
  • Nurture a network of support through the university, local campus communities, and other key stakeholders.
  • Review meeting notes and other documents to determine appropriate follow up items.
• • Other duties as assigned.