What are the responsibilities and job description for the Office Support Associate - Biologic Resources Laboratory position at uic?
Contributes to the day-to-day business functions in support of the Biologic Resources Laboratory's (BRL) office operations. Provides general office administrative, clerical support and professional level customer service. Daily general administrative, business administration and human resources related support duties and activities. Performs a variety of tasks using various university and internal department based automated systems and applications.
Duties & Responsibilities:
Provides customer service assistance to internal department employees and external users including vendors, investigators, and research staff. Answers phones, responds to email inquiries and/or routes to appropriate BRL staff members, and escorts users in the facility as needed. Requests quotes from suppliers, submits purchasing requests and/or requisitions for laboratory animals, services and/or supplies in the appropriate university applications as needed. Places animal order requests from unit eCensus animal ordering application system with vendors, verifies vendor confirmations daily, follows up with pending orders, sends confirmation and/or updates for orders to stakeholders. Assists with domestic and international animal shipments (import/export of animal shipments). Places feed and bedding orders on a weekly basis, service requests, and other miscellaneous orders as needed.
Consults with management and/or veterinary staff to resolve discrepancies with order requests as needed. Verifies protocol and other requirements for BRL building access for UIC research investigators and/or staff; grants facility access to users, manages, updates, and maintains building access related applications and physical files.
Assists with departmental purchases and entering expense data into various university automated systems and/or department spreadsheets. Assists with payables and correlation of source documents (i.e., animal orders, invoices and/or requisitions) and enters charges for monthly billing charges. Prints Banner invoices and assists with outstanding billing transactions, reports irregularities and/or discrepancies to management designee.
Enters inventory, sales, services and miscellaneous transactions in the BRL eCensus billing and inventory system and/or verifies reports for data entry errors. Inputs a variety of data and/or audits department documents to report discrepancies. Provides support for FabWeb inventory process; asset entries, updates, disposals, and transfers for update to banner and assists with biennial physical inventory. Assists with coordination and training of office student workers and/or extra help employees.
Provides support for general typing, copying, and filing of documents. Creates documents, schedules appointments, reserves classroom/conference rooms, and updates calendars when required. Accepts/signs for deliveries and packages; distributes incoming unit mail/courier deliveries; coordinates delivery/pick up of documents, envelopes, and/or packages to other departments as needed. Maintains office supply inventory, orders office and miscellaneous supplies as needed. Provides assistance to other staff requiring use of general office equipment. Maintains basic office equipment and places service requests when required.
Maintains reception, conference room and break areas clean and assists with department sponsored and special events. Provides various back-up duties for business office staff and operations as needed, participates in special projects, and performs related and/or other miscellaneous duties as assigned.
Duties & Responsibilities:
