Office Support Specialist-Agricultural & Biological Engineering

Duties & Responsibilities

• OFFICE OPERATIONS SUPPORT
  • Receives and screens calls and visitors for the department; determines needs and personally handles routine inquiries, requests, or problems.
  • Provides support for department events, including awards reception/banquet, welcome back students, Thanksgiving potluck, Cookout at the ABE Farm, Pancake Feed Social, etc. Tasks could include, but not limited to preparing and distributing flyers and/or invitations, assisting with catering orders, making room reservations, etc.).
  • Reviews and logs all incoming mail and packages, responding to routine items and distributing remainder to whom it is appropriate.
  • Manages incoming and outgoing UPS shipments for the department.
  • Manage departmental key distribution.
  • Keeps the department apprised of important dates and deadlines and assists where needed to help ensure the department meets those deadlines.
  • Manages department inventory records including new acquisitions in FABweb as well as requested updates by Property Accounting.
  • Assists with maintenance and updates to department website.
  • Assists with preparing and posting physical and digital signage.
  • Assists with department social media platforms, including Facebook, Twitter and Instagram.
  • Maintains and updates department lists, including email listservs.
  • Organizes and collects staff, faculty and graduate photos as needed to update departmental sites.
  • Coordinates with the Assistant Director of ABE Facilities, Operations and Planning to submit work orders in the Facilities & Services Portal as needed.
• BUSINESS OPERATIONS SUPPORT
  • Manages travel arrangements and monitors and expedites progress for faculty, staff, and students. This includes airfare, lodging, conference registration, rental car, and any other costs associated with travel.
  • Assists faculty, staff, and students with submitting expense reimbursements in Chrome River.
• DEPARTMENT HEAD SUPPORT
  • Assists with coordination of various meetings such as annual reviews, monthly faculty/staff meetings, and various departmental committees.
  • Assists with annual Promotion and Tenure process, including gathering required documents, and submission so the Deans office in the College of ACES.
  • Assists with the preparation of department newsletters, including the weekly ABE eNews (for faculty, staff, and graduate students) and weekly Advising eNews (for undergraduate students).
• Other duties as appropriate.