Office Specialist-L

Department

Greek and Roman Studies

Job Family

Staff – Union

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Job Description

Position Summary

The Office Specialist provides administrative and operational support to the Greek and Roman Studies department, English department, Exploring Transfer and Ford Scholars Summer Programs. The Office Specialist assists the department chairs, faculty, staff, students, and visitors with administrative functions. This is a part time (25 hrs./wk.), in-person, CWA Union position for the full year. This position will receive additional hours during periods of overlapping workload, such as the start of the semester(s), as approved by the supervisor.

Responsibilities

• Supports the budget operations of the departments: reconcile reports and corporate cards; make vendor payments; process invoices; process journal entries; ensure expenses are charged to appropriate budget accounts and remain within department allocations; provide notice if out of alignment.
• Provide administrative support for meetings, calls, and booking travel; prepare documents, reports, and correspondence, and maintain filing systems.
• Support reception/front desk interactions, answer phones, respond to inquiries, collect and distribute mail, and maintain office supplies.
• Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.
• Support in the organization of events including scheduling, room reservations, completing tasks identified by an event plan, use templates to make name tags, event programs or other event materials, communicate with vendors and participants, and order food or supplies.
• Support communication of large scale events by running reports to create invitation lists, setting up data merges for individualized invitations (mail merges), tracking responses, following up with attendees for missing information, and communicating the collected information to the appropriate event collaborators.
• Attend department events to support the successful execution of the event by welcoming attendees, answering event questions, and referring attendees or vendors to the event host for further information.
• Responsible for supervision of student employees including posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.
• Communicate in multiple modes with department members, vendors, on-campus offices, alumnae/i, volunteers, and/or other off-campus partners to complete departmental tasks.
• Support accurate and secure data entry, retention, and utilizing pre-built reports for systems and processes.

Required knowledge, skills and abilities

• Three years of progressively responsible administrative support experience.
• Strong computer skills including proficiency with Google Suite, Microsoft Office suite and ability to learn additional technical systems.
• Ability to consistently apply policies and procedures.
• Strong written and verbal communication skills.
• Ability to interact effectively with a diverse community.
• Ability to collaborate with department and program members.
• Ability to sit or stand for extended periods of time.

Preferred knowledge, skills and abilities

• Five years of progressively responsible administrative support experience.
• Associates degree or other higher educational experience.
• Experience working with software systems including finance and accounting systems, payroll, student information systems, or customer relationship management systems.

Compensation

The compensation for this position is $20.37 per hour.

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