Office Support Specialist - Industrial & Enterprise Systems Engineering

Duties & Responsibilities

• ISE office support: Serves as first point of contact for ISE faculty/students/and guests. Orders office supplies and maintains orderly storage areas, inventory, and disposes items to surplus. Maintains a functional office and kitchenette. Works collaboratively in a shared office space. Maintains various conference rooms and shared working spaces & ISE parking calendars; Work with IT on these common shared areas technical needs. Work with facilities manager & building service worker on facility’s needs. This includes key inventory and swipe access with the facilities manager. Sorts, notify and distribute mail and packages. Receives ISE purchases in portal and manages red tagging systems for items under $2500. Maintains all aspects of the ISE general email inbox and answers ISE main phone number connecting calls to respective parties. Maintains RightFax mailbox. Maintains Pinnacle (phone tree system) and requests new phone numbers. Maintains ISE directory, seating chart (includes emergency exits etc.), and occupant list. Participates in safety-related meetings, trainings, and events. Supports department-wide events and meetings. Maintains filing systems and confidential records. Assists with email list serve management. Assists with webtool projects as requested. Assists colleagues with various department related projects and events. Maintains display cases & signage.
• Department procurement support: Assist faculty in various miscellaneous purchases. Serves in a team with Engineering procurement shared services and faculty’s graduate students. Assist in reconciling expense reports for the department as delegate user. Assist in guests’ travel arrangements and reimbursements, which includes faculty candidate search, as needed. Assist in event planning activities which includes financially securing venues, caters, and various other expenses pertaining to the event. Assist with travel arrangements and reimbursements for faculty. Maintains the department P-card/T-card and keeps accurate Chrome River expense reporting.
• Faculty and students’ support: Assist faculty with copies for classes and tests. Coordinate and supervise make-up quizzes or exams for faculty. Purchase faculty memberships and conference registrations. Maintain supplies for test taking including ordering test booklets and scantrons Assisting faculty with various classroom set up needs and contacting IT as needed. Help faculty & students with printer needs. Ordering of F&S carpool rentals for students as needed. Answering students’ general questions and/or directing them to the Academic office. Other assistance to Faculty as needed.
• Other duties as assigned