Office Support Specialist - The Career Center

Duties & ResponsibilitiesAdministrative, Purchasing, and Search Support • Coordinate purchasing activities for office operations and programmatic efforts, including procurement of supplies, catering, and services; monitor inventory levels and maintain related records. • Process purchasing documentation and assigned P-Card and T-Card transactions in Emburse, including reconciliation, vendor communications, and tracking of orders and deliveries. • Submit and monitor Facilities & Services requests to support routine facility, maintenance, and operational needs. • Provide administrative support for professional staff searches, including scheduling, coordination of candidate activities, and maintenance of search-related documentation. • Support student employee onboarding processes, including I-9 documentation and maintenance of required employment records. • Maintain office procedures, forms, templates, operational guides, and other administrative resources. • Provide backup support for the Career Resource Center, respond to routine inquiries, and direct visitors to appropriate staff, services, and resources. • Support documentation and recordkeeping related to user access and other operational compliance requirements. • Assist with administrative projects and support activities as assigned. Event Logistics Support • Coordinate logistical arrangements for Career Center events, career fairs, workshops, meetings, and other programs, including facilities, technology, catering, parking, supplies, and related event requirements. • Maintain event schedules, reservations, documentation, and communications with Career Center staff, campus partners, and vendors to support successful event operations. • Prepare event materials and provide on-site operational support, including setup, registration, troubleshooting, and cleanup activities. • Process and maintain documentation for event-related deposits, including the preparation and delivery of checks and other payments in accordance with established procedures. • Collaborate with the marketing team to support event promotion, communications, registration materials, and participant engagement activities. Contact and Information Management • Maintain stakeholder contact and organization records in Salesforce, Microsoft Lists, and office information systems, ensuring data accuracy and integrity. • Manage email distribution lists and other communication databases to support Career Center outreach and engagement efforts. • Maintain records of stakeholder interactions, partnerships, and engagement activities to support relationship management and program coordination. • Compile contact lists, reports, and other data resources to support events, communications, outreach initiatives, and office operations.