Senior Office Assistant

UMC Duties and Responsibilities
• Manage departmental communication received by email and phone.
o Route and/or assist with emails concerning a wide variety of issues
o Answer phones and use good judgment regarding to whom and when to forward calls, respond to voicemail.
• Maintain a general knowledge and understanding of UMC services and assist customers with general questions regarding services provided by UMC.
• Pay and track vendor expenses for numerous department indexes and maintain a functional eye on the overall budget.
• Process purchasing card reallocations for department staff in Concur.
• Complete and submit purchase requisitions.
• Prepare check requests for payments.
• Process reallocation of expenditures.
• In coordination with Manager of Print and Mail Services, prepare monthly billing summary for UMC charges to clients (outside vendor charges, design/accessibility fees)
• Act as payroll proxy for supervisors; approve payroll for AVP direct reports.
• Prepare, process, and monitor EPAF reporting for staff and students. Coordinate student onboarding, including requesting keys and assigning student computers and IT access.
• Assist with the student hiring process, including posting positions on Handshake, evaluating resumes, and assisting with interviews.
• Serve as department space and equipment coordinator.
• Order department supplies, manage department Amazon and Staples accounts.
• Assist with procedures and preparation for on- and off-boarding staff.
• Manage conference room schedule.
• Assist AVP and Directors with appointments, scheduling, and other duties as assigned.

PRINT AND MAIL SERVICES Duties and Responsibilities

• Manage the client-facing side of the Digital Storefront for Print Services: assist with account/customer set up, respond to customer questions, run monthly reports, and assist with billing.
• Manage all aspects of the online store for stock items including maintaining inventory, ordering, and fulfilling orders.
• Assist Print Services in reallocating purchases, complete annual contract purchase requisitions, coordinate ordering of external print materials, and manage payments and billing for external printing charges.
• Assist Print Services in managing vendor payments through Perceptive Content and process paper invoices.
• Assist Mail Services staff with coordination of bulk mailings involving Print Services and UMC, assist customers with mail processing work order and mailing lists.
• Assist when needed in Mail Services to help customers with mail pickup and outgoing packages.

Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

Apply safety-related knowledge, skills, and practices to everyday work.