Office Support Specialist - IQMP

Duties and Responsibilities Scheduling and Administrative Support: Maintain calendars and coordinate scheduling for designated IQMP leadership involving internal and external participants, including meetings, appointments, events, site visits, and other commitments by obtaining necessary information and adjusting as needed. Maintain awareness of upcoming commitments, deadlines, meetings, and events and provide appropriate reminders and supporting information to leadership and affected staff. Prepare routine correspondence, agendas, reports, presentations, and other administrative materials requiring knowledge of IQMP activities and procedures. Review and respond to routine inquiries within the scope of assigned responsibilities and appropriately route matters requiring additional attention. Compile, summarize, organize, and distribute information from multiple sources for meetings, reports, presentations, and other administrative purposes. Meeting, Event, and Visitor Coordination: Coordinate logistical arrangements for IQMP meetings, conferences, workshops, site visits, special events, and other activities including scheduling, room reservations, invitations and registration, guest lists, catering, audiovisual needs, signage, supplies, presentation materials, transportation, and related logics. Serve as a point of coordination with IQMP staff, University units, vendors, facilities personnel, and external participants regarding meeting and event logistics; anticipating needs and resolving routine logistical issues. Maintain event timelines, checklists, schedules, and related documentation; monitor deadlines and follow up with responsible parties to ensure arrangements are completed. Prepare and organize meeting and event materials, including agendas, name badges, placards, handouts, registration materials, presentations, and other materials as needed. Coordinate arrangements for external visitors and guests, including scheduling, meeting locations, itineraries, access information, transportation, meals, and related logistical needs. Provide on-site support for meetings and events, including room setup, attendee check-in, materials distribution, coordination with vendors and service providers, and troubleshooting routine logistical issues. Coordinate post-event activities, including breakdown of meeting/event spaces, return and organization of supplies and materials, and follow-up documentation. Maintain inventories of event supplies and materials and coordinate replenishment or purchasing as needed. Coordinate periodic off-site meetings and events and assist with travel-related logistical arrangements when appropriate. Occasional evening or after-hours work may be required to support meetings and events. Office Operations and Office Manager Backup: Serve as backup to the IQMP Office Manager and provide continuity of administrative support during absences or periods of high activity, including monitoring communications, assisting visitors, and routing inquiries as appropriate. Assist with daily office operations and administrative activities in support of IQMP programs and initiatives. Respond to routine administrative inquiries and provide information regarding established IQMP and University procedures; refer complex or sensitive matters to the Office Manager or appropriate staff member. Assist with purchasing and procurement activities, including obtaining quotes, coordinating routine purchases, preparing documentation, and maintaining records in accordance with established procedures. Assist with travel arrangements, reimbursements, vendor coordination, supply ordering, and other administrative transactions as assigned. Perform duties associated with lower levels of the Office Support Series and other related duties as assigned.