Office Specialist II- IHW

Advanced Clerical Support

Under limited supervision, provides advanced clerical support for assigned department or division through office organization, records maintenance, reception, scheduling, and general support for the Institute Health and Wellness. Perform advanced administration and support work requiring detailed field-specific knowledge relevant to the assigned department. Requests information from and provides information to other departments and outside sources. Greets and assists customers; answers phone and directs calls. Sets appointments, arranging conference rooms and other details as required. Completes, submits and tracks company forms such as travel / expense reports, check requests, company credit cards, purchase requests, and personnel action documents. Makes copies, scans and files electronic documents. Assists in maintaining department budget, investigating and documenting variances. Keeps records up to date and reports as required to Finance and own department leaders. Coordinates interview schedules for faculty searches. Provides program-specific support for academic directors. Provides support to the Student Clinical Compliance specialist for Nursing. Manages communication with adjunct instructors, including hiring paperwork, preparation of contracts, and notifications regarding courses. Coordinates materials and communication for specific academic programs, and coordinates events for those programs. Maintains filing system; creates and maintains confidential and other files through database entry; maintains and reconciles basic budget and bookkeeping; prepares paperwork necessary for administrative functions such as : textbook orders, desk-copy requests, ordering of office supplies, etc. Coordinates with Information Technology to provide equipment maintenance and operational support of technology. Edits material received by program area faculty, ensuring consistency in internal and external messaging (including reviewing syllabi). Collaborates with other areas to ensure students receive consistent written messaging. Ensures communication regarding program area(s) is accessibly written for a diverse audience. Assists with planning and support for program events, intensives and meetings. Takes minutes at program area meetings as needed. Provides general upkeep of academic areas, and works with facilities and maintenance departments to maintain the cleanliness and functionality of academic spaces.