Office Support Specialist

4 weeks ago

Reston, Virginia, United States Commonwealth of Virginia Full time

About the Commonwealth of Virginia

The Commonwealth of Virginia is a leading institution in the field of business education, with a strong commitment to excellence and diversity. Our college is highly ranked for its campus diversity and is recognized for its innovative approach to business education.

About the Position

We are seeking an experienced Administrative Associate to join our team in the Information Systems and Operations Management (ISOM) area. The successful candidate will provide administrative support to the ISOM Area Chair and faculty members, ensuring the smooth operation of the area's administrative functions.

Key Responsibilities

  • Area Support
    • Provide exceptional customer service to students, faculty, and external parties, ensuring timely and effective resolution of their needs.
    • Assist with financial, personnel, and administrative matters, including travel arrangements, procurement, and record-keeping.
    • Stay up-to-date on all college and university policies, procedures, and guidelines.
    • Update the area's website content and manage event calendars.
    • Attend training sessions and share knowledge with colleagues to ensure seamless integration of policies and procedures.
    • Assist with the training of new staff members as needed.
  • Area Chair Support
    • Prepare and track financial requests for the Area Chair's approval.
    • Reconcile financial reports with area records and prepare budgets for expenses.
    • Provide updates to the Area Chair on college and university events and activities.
    • Schedule appointments for the Area Chair, including virtual and in-person meetings.
    • Advise the Area Chair on organizational improvements and provide administrative support for recruiting new faculty and staff.
  • Area Faculty Support
    • Provide document preparation and editing assistance for exams, reports, and instructional materials.
    • Process copy and print service requests, order textbooks, and manage supply orders.
    • Assist with faculty recruitment, coordinate office setup, and provide operational support for systems and email.
    • Arrange logistics for area events and candidate visits, prepare travel authorizations, and ensure timely delivery of mail and packages.
    • Maintain area files and ensure proper records retention and disposal.
  • Events Support and Special Project Work
    • Support college-wide events and program initiatives, including scheduling spaces, food orders, and equipment setup.
    • Execute special projects and initiatives that support the college's strategic mission.

Requirements

  • High school diploma or equivalent.
  • Experience in an administrative setting.
  • Effective oral and written communication skills.
  • Well-organized, self-motivated, and sound interpersonal skills.
  • Technical skills in the use of Microsoft Office.
  • Ability to follow through and complete tasks.
  • Ability to work independently and as a member of a team.

Preferred Qualifications

  • Bachelor's degree or equivalent combination of education and experience.
  • Strong administrative experience working in a university setting.
  • Knowledge and understanding of area and office organization and college administration.
  • Knowledge of relevant software related to job responsibilities.
  • Knowledge of university programs, policies, and procedures.

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