The Siebel School of Computing and Data Science at The Grainger College of Engineering is seeking an Office Support Specialist to provide comprehensive administrative support to its directors and faculty, ensuring the smooth operation of daily administrative tasks and supporting various academic and operational processes.
Requirements
- Proficiency in Microsoft Office programs, email, and internet.
- Perform a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages.
- Ability to interpret policies and procedures to effectively solve problems.
Responsibilities
- Provide support for faculty meetings and other school meetings: including lunch orders, invitation and reminder emails, calendar entries, preparing meeting materials, room set up, and taking minutes.
- Assist with faculty mentoring program, annual reviews, faculty recruiting, assembling promotion materials, coordinating annual surveys, etc.
- Coordinate the Affiliate appointment and renewal process by tracking term dates, communicating with candidates, and drafting updated offer letters in conjunction with Human Resources.
- Review and edit confidential documents to ensure proper formatting, spelling, grammar, sentence structure, and punctuation.
- Support Associate Directors' calendars, reminding them of upcoming meetings and deadlines.
- Support committees that are related to the Director or Associate Director by arranging meetings, attending and taking minutes as requested, and supporting follow-up activities.
- Reconcile travel and purchasing transactions in a timely manner and in accordance with OBFS policies.
Other
- High school diploma or equivalent.
- Any one or combination totaling two (2) years (24 months) from the categories below: College coursework in any curriculum or Work experience performing office/clerical activities, including the use of computer systems.
- One (1) year (12 months) of work experience comparable to the second level of this series.
- Effective verbal and written communication skills.
- Ability to provide exemplary customer service to internal and external visitors to the school.
- Excellent organizational skills.
- Sponsorship for work authorization is not available for this position.
