Office Support Specialist - Electrical and Computer Engineering

Duties & Responsibilities

• Plan national and international travel for principals and students, which could include ◦ securing transportation/hotel/automobile reservations, averaging 4-8 trips per month.
• Prepare travel request for pre- approval through the ECE department. 
• Facilitate and secure visas or other necessary travel documentation for principals when international travel is necessary.
• Efficiently process the cost reimbursement for all travel (as proxy) and reconcile transactions in the Chrome River (Banner) system for T-Card charges.
• Determine need and maintain office/business supplies for a designated faculty group.
• Prepare vouchers for purchase or reimbursement of group supplies/equipment for principals through the use of iBuy, purchase orders, and orders from online websites using the University P-card. These P-Card orders require logging entries in the P-Card Web Solutions and sending paperwork to the reconciler. • Maintain and evaluate bids for office equipment and services.
• Offer support to group members in the use of office equipment and provides general supervision of maintenance of equipment.
• Serve as a receptionist for main administrative office suite.
• Assist with the planning and execution of department-wide events, including the Annual Faculty Awards Banquet, Staff Recognition Luncheon, various group lunches/events, etc.
• Coordinate the graduate office space allocation and processing of key requests for a specified faculty group.
• Coordinate schedule of any shared offices and conference rooms.
• Implement and maintain electronic filing systems of a variety of materials as requested.
• Gather and submit information requested for miscellaneous reports, such as yearly Biographical Data Forms, supported faculty curriculum vitae, etc.
• As a proxy for the faculty. Assist with maintaining and updating area websites.
• Schedule/change meetings for principals as necessary. Obtain needed information for meetings as needed and advise/remind principals of details.
• Make arrangements for seminars and lectures as requested. Contact speakers, maintain calendar, send out announcements, and arrange for guest accommodations and itineraries. Schedule space, set-up, and any material needed.
• Coordinate the travel and manage itineraries for faculty visitors and guests.
• Perform other appropriate related duties to support the mission of the department.