Office Support Specialist - Beckman Institute for Advanced Science and Technology

Duties Responsibilities Space Reservations: Coordinate all meetings, seminars, conferences and special events held at the Beckman Institute. Maintain the space reservations software and ensure use of meetings rooms meets the Space Reservations policy. Serve as the main contact to event planners, independently coordinating details from beginning of the reservation process to the end of event. Provide detailed information of room configuration, catering and equipment needs to the appropriate staff and keep them apprised of any changes to an event. Create billing spreadsheets and invoices to send to the Beckman Business office and send final invoices to units outside of Beckman Institute. Order supplies and equipment for Space Reservations utilizing I-Buy and P-card. General Administrative Support: Direct visitors, staff and students to appropriate personnel or offices in the Institute or other departments on campus. Answer the Institute’s main published phone lines; screen calls to determine needs and personally handle routine inquiries, requests or problems. Refer technical questions to appropriate staff. Sort Director’s Suite incoming campus and postal mail into mailboxes. Update mailboxes and research necessary changes. Maintain mailbox spreadsheet. Monitor and maintain copier room and purchase supplies when necessary for the Director’s office. Call for copier service when necessary. Maintain materials and information packet supplies; ensure packets are available for scheduled tour groups and visitors. Other duties as assigned