Office Services Coordinator

Office Services Coordinator within in the Department of Davis Heart and Lung Research Institute performs a variety of administrative and secretarial tasks to assigned faculty, administrators, and programs in support of the academic and research missions; coordinates and maintains calendars; schedules and coordinates meetings, conferences, educational programs, and special events including logistics; attends and records minutes of meetings; transcribes and distributes meeting records; makes national and international travel and lodging arrangements; collects receipts, prepares requests for, and tracks reimbursement of expenses; drafts and prepares correspondence; assist selected DHLRI administrative staff with data entry, filing, and other tasks as needed; serves as receptionist and greeter to the DHLRI facility; welcomes external guests, staff, visitors, distinguished scientists, and internal and external leaders; provides information and directions; answers phones, determines purpose of calls, and triages to appropriate staff member or researcher, receives and distributes all incoming mail, supplies, equipment and miscellaneous packages; coordinates utilization of and training on the DHLRI shared poster printer; prepares and issues invoices for poster printer use; tracks and ensures payments for services are received in a timely manner; contacts customers to follow-up on open invoices; monitors and reconcile billing reports and review poster printer earnings account; prepares and submits travel requests; assists with creating marketing materials to promote research conferences, workshops and seminars; oversees and maintains inventory of office supplies; initiates procurement of supplies and equipment as requested; serves as liaison for faculty, staff, investigators, administration, and external customers and organizations; establishes and maintains files; performs other duties as assigned.

Minimum Education Required

High School diploma or GED.

Additional Education Desired

Certification or vocational training may be preferred.

Required Qualifications

1 year of relevant experience required.

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

Function: Business Planning and Operations

Sub-Function: Office Services

Technical: T2