Office Support Specialist - NCSA

Duties & Responsibilities

Administrative Support (60%): 

• Serve as the first point of contact for staff, visitors, faculty, and students as needed.
• Maintain calendars for staff by scheduling and screening appointment requests in a timely manner.
• Attend meetings as requested to take minutes, review schedules, prioritize projects, and discuss
  activities.
• Prepare materials, files, and background information for meetings.
• Review incoming mail and respond to routine items independently, and distribute the remainder to the
  designated staff.
• Process reconciliations, invoices, and travel expenditures and reimbursements for staff.
• Assist with coordinating P-card and T-card purchases, including procuring items and equipment for
  employees, students, faculty, as requested.
• Coordinate and Maintain filing systems, records, update data as needed.

Travel and Event Support (25%): 

• Coordinate all office support functions for travel and event support as requested.
• Coordinate meeting and event logistics for staff, such as securing space, scheduling venues, calendar
  invitations, registrations, arranging travel accommodations, preparing travel reimbursements, and
  collaborating with support staff for audiovisual, catering, or other needs, as applicable.

Communications Support (10%): 

• Compose confidential and/or technical correspondence and reports requiring knowledge of the
  activities and procedures of the assigned groups, project/program offices, or affiliated centers, as
  requested.
• Review and disseminate communications and assist with promoting the visibility of assigned groups,
  project/program offices, or affiliated centers through web, print, multimedia, and emerging media.

Additional Duties as Assigned (5%):

• Serve as backup to other NCSA administrative support staff when designated by the Office Support
  Associate’s supervisor, including assisting with event coordination (name tags, making sure caterers are
  on time, setup & clean-up of events, etc.
• Perform other closely related duties as assigned to further the missions of NCSA and any assigned
  groups, project/program offices, or affiliated centers.