Office Support Associate- Cell & Developmental Biology - College of LAS

Duties Responsibilities Work with the faculty chair for seminar committees and assist the Office Manager in tasks related to the hosting invited seminar speakers. • Assist Office Manager by sending letters of invitation, making travel arrangements, and booking hotel rooms. • Draft seminar announcements and flyers for review and approval from the faculty chair. • Update Webtools calendar with seminar information. • Assist faculty host with creation of itineraries to be reviewed and approved by the faculty chair. • Make meal reservations. • Purchase and set up seminar reception refreshments. • Process honorarium payments and travel expense reimbursements (includes processing of Foreign National Payments). • Enter speaker names, seminar dates, and related seminar details into an electronic database. Provide support for the departmental Graduate Program • Send annual review information to the student committee. • Draft flyers and distribute seminar announcements for review and approval from Director of Graduate Studies. • Update Webtools calendar with student names and seminar dates. • Work with the Director of Graduate Studies to verify each semester that all students are enrolled in and follow the curriculum with respect to the CDB department's student guidelines. • Update student credit hour checklist for student file. • Maintain listing of graduate students and maintain confidential graduate student records. • Maintain graduate student listserv. Make P-card and T-card Purchases as requested by the Office Manager and other department personnel. • Process procurement and reimbursement expense reports. • Keep records of all expense reports and backup documentation. Office Support • Greet office visitors with professional courtesy. • Serve in a receptionist capacity, answer the telephone, and redirect calls and take messages as needed. • Maintain a working knowledge of departmental events and activities in order to accurately disseminate information and answer routine questions. • Assist the department Office Manager in general office functions; such as the collection of manuscripts, faculty CVs, and surveys. • Sort and distribute mail to proper departmental mailboxes. • Notify recipients of urgent deliveries. • Prepare shipment of documents and non-hazardous biological material as needed. • Maintain department key inventory and the department employee directory. • Distribute laboratory and building keys to departmental personnel and maintain the key filing system. • Perform annual key inventory. • Order supplies as needed or requested by department personnel. • Report repair and maintenance needs to MCB Facilities. • Other duties as assigned to further the mission of the department. Reserve Conference Rooms • Monitor daily events booked in each room. • Post the weekly schedules outside each room.