Office Support Specialist

Duties

Responsibilities

Finance and Accounting Support

• Purchase supplies and equipment on various types of funds according to departmental and university protocols and document receipt upon arrival. Follow up as necessary with vendors on backorders.
• Reconcile P-Card T-Card transactions according to department, university, and state guidelines. Provide detailed expense justifications for all transactions. Remain updated on allowability of expenses and policies on P-Cards T-Cards.
• Make travel arrangements for faculty and staff when attending meetings and conferences, including but not limited to flights, hotels, rental vehicles, meeting space reservations, meal arrangements.
• Serve as Chrome River delegate to prepare travel and other reimbursements for faculty and staff.
• Act as backup approver for timesheet submissions for hourly staff hired under supported faculty.
• Create and manage appointment submissions in the My.ACES application for all staff of supported faculty.
• Assist in identifying and processing deposits, including gift, ACH/wire payments, and service activity payments.
• Serve as backup for other departmental business office personnel and assume additional related responsibilities to enhance the mission of the department. General Office Administrative Support
• Receive calls and emails and correspond regarding routine matters; relays messages to principals on matters requiring their attention.
• Receive and distribute incoming mail and packages as well as ship outgoing packages, which may require specialized documentation preparation.
• Support and assist in teaching preparation, including formatting tests and quizzes, arranging notes, and monitoring attendance records.
• Educate and apprise faculty and staff on departmental, university, state operations, policies, and procedures.
• Prepare correspondence, provide recommendations, and edit event presentation materials for faculty and their programs.
• Maintain calendars and schedule appointments and meetings, coordinate conference rooms and presentation equipment in two locations.
• Assist with office supply inventory and key assignments and inventory, contact maintenance personnel for repairs and workorders.
• Provide other administrative and operational support as assigned, including participation in the administrative team. Meeting and Event Support
• Assist and coordinate yearly conference/planning for events such as the Dairy Annual Golf Outing, Transition Illinois, Department Spring Award Luncheon, Graduate Student Appreciation Week, and others, including management of registration lists and fees paid.
• Update faculty and staff of upcoming events; responsible for gathering pertinent materials and information.
• Coordinate with venues to obtain contracts and support meeting logistics and plan meals and confirm logistical details before meetings. Track meetings or event swag, including items previously distributed and items still needed.