Office Support Specialist - Native American House

Duties & Responsibilities Assist the Director in overseeing NAH’s budget; maintain day-by-day records of unit transactions, and act as the primary purchaser for the unit. Manage and maintain all records of the unit’s fiscal transactions and funding involving a variety of accounts and provide advice regarding the appropriateness of requested expenditures with regards to budget. Manage the processing of T-Card & P-Card, journal vouchers, receipts, invoices and requisitions, process work orders, maintain accurate and timely records. Process contracts for service & honoraria, manage funding board applications. Initiate orders for computer equipment and repair, and office furniture. Requires knowledge of NAH accounts to ensure the proper account is assigned the charge for the supplies. Supervise and coordinate all operations and activities for the smooth functioning of the office, including opening and closing procedures. Serve as the primary information source for activities involving the NAH. Maintain NAH calendars, email inboxes, and respond to inquiries as needed. Oversee unit space reservation system. Greet visitors, screen calls, provides general information, and makes appropriate referrals and appointments with staff members; disseminates general office information and materials, including checking out books and other resource materials. Coordinate unit projects, meetings, and conferences. As needed, represent NAH at meetings for the Director and take minutes or report back. Act as assistant to the Director; sign documents/act as proxy for the Director as needed, draft initial responses, compose correspondence and reports requiring knowledge of the activities of the principal and/or the procedures of the unit. Maintain calendar of operating or administrative commitments, notify the Director and/or affected staff of deadlines. When needed, attend meetings in the Director’s stead. Secure complex university business travel and confirm related visits for staff, students, and guests. Maintain comprehensive files and records systems, which may include confidential materials in accordance with confidentiality and compliance policies and ethics, with an acute awareness of FOIA regulations, and create and update NAH Policies and Procedures Manual per University Compliance. Maintain well-stocked workplace, order office and kitchen supplies using I-Buy and P-Card. Manage catering orders for NAH events. Provide clerical support for staff and serve as a liaison between NAH and external entities in order to facilitate the variety of activities and programs underway. Ensure facilities are in good working order, coordinate with F&S and others as needed to maintain the facility. Assist Director with coordination of NAH events and programs on and off campus. Other duties as assigned.