Office Support Specialist - The Career Center

Duties

Responsibilities

Administrative, Purchasing, and Search Support

• Coordinate purchasing activities for office operations and programmatic efforts, including procurement of supplies, catering, and services; monitor inventory levels and maintain related records.
• Process purchasing documentation and assigned P-Card and T-Card transactions in Emburse, including reconciliation, vendor communications, and tracking of orders and deliveries.
• Submit and monitor Facilities Services requests to support routine facility, maintenance, and operational needs.
• Provide administrative support for professional staff searches, including scheduling, coordination of candidate activities, and maintenance of search-related documentation.
• Support student employee onboarding processes, including I-9 documentation and maintenance of required employment records.
• Maintain office procedures, forms, templates, operational guides, and other administrative resources.
• Provide backup support for the Career Resource Center, respond to routine inquiries, and direct visitors to appropriate staff, services, and resources.
• Support documentation and recordkeeping related to user access and other operational compliance requirements.
• Assist with administrative projects and support activities as assigned. Event Logistics Support
• Coordinate logistical arrangements for Career Center events, career fairs, workshops, meetings, and other programs, including facilities, technology, catering, parking, supplies, and related event requirements.
• Maintain event schedules, reservations, documentation, and communications with Career Center staff, campus partners, and vendors to support successful event operations.
• Prepare event materials and provide on-site operational support, including setup, registration, troubleshooting, and cleanup activities.
• Process and maintain documentation for event-related deposits, including the preparation and delivery of checks and other payments in accordance with established procedures.
• Collaborate with the marketing team to support event promotion, communications, registration materials, and participant engagement activities. Contact and Information Management
• Maintain stakeholder contact and organization records in Salesforce, Microsoft Lists, and office information systems, ensuring data accuracy and integrity.
• Manage email distribution lists and other communication databases to support Career Center outreach and engagement efforts.
• Maintain records of stakeholder interactions, partnerships, and engagement activities to support relationship management and program coordination.
• Compile contact lists, reports, and other data resources to support events, communications, outreach initiatives, and office operations.