Office Manager - Siebel School of Computing and Data Science

Duties & Responsibilities

• Space Management Operations: 
  • Serve as primary contact for the school’s space allocation and management operations. 
  • Oversee iCard building access, assign space to students, staff, and faculty per unit procedures. Maintain confidentiality of upcoming space assignments/changes, as needed. 
  • Manage requests for office and lab furniture and infrastructure; communicate and coordinate with external vendors on the purchase of furniture and equipment. 
  • Research vendors for equipment purchase per university and school policies and procedures, make recommendations to unit leadership regarding vendors.
  • Respond to requests for and assign eLock access as appropriate.
  • Maintain the school-wide space assignments spreadsheet. 
  • Attend meetings of the space committee, providing input and acting as a delegate for the Assistant Director of Infrastructure and Facility Operations in their absence. 
  • Update and maintain various space surveys through Archibus.
• Support Facilities Operations: 
  • Establish and revise the facilities project board, action item list, and calendars, informing the team of upcoming engagements and deadlines. Maintain confidentiality of upcoming projects, as needed. 
  • Maintain facilities team email aliases and respond to/follow up on pending items; inform the facilities staff of urgent matters that need attention. 
  • Update and maintain the Building Emergency Action Plan (BEAP). 
  • Review and approve submitted event forms, request additional information if needed, follow up on event requests.
• Support Receiving Operations: 
  • Serve as the first contact person in the inventory and receiving area by fielding and directing in-person, phone, and email traffic and providing assistance to others in the receiving area
  • Assist with inventory operations for the school by participating in periodic audits, completing equipment loan forms with faculty, staff, and students, and maintaining records of inventory for the school 
  • Assist with the mail room operations by receiving, sorting, and distributing mail as needed; respond to items pertinent to the receiving operations of the unit
• Assume additional appropriate duties to further the mission of the school.