Office Specialist 2

• Help in all budget and financial needs in the Art and Graphic Design department by watching spending; making sure approval for any purchase is obtained from the Budget Authority prior to purchases and processing all payments in a timely manner.
• Route, answer and/or take messages for all phone calls as necessary; greet and route visitors to the appropriate location and/or person; explain department degree programs; and answer broad questions.
• Oversee the Art and Graphic Design email boxes and respond to questions as needed.
• Give building tours to prospective students and their families; assemble and mail program and promotional materials to prospective students.
• Issue after-hours passes and building/office key requests as needed/approved, parking permits for Fairbanks Parking Lot, and lockers/locks.
• Maintain spreadsheet of locker users; clean out lockers at the end of the school year, clean out the faculty lounge refrigerator in the building at the end of each term, coordinate with ABM Custodial regarding cleanliness of Fairbanks Hall, coordinate and submit work orders with Facilities regarding building maintenance, and request Surplus and Recycling orders.
• Coordinate with OSU fire marshal regarding capacity limits for classroom adds, and coordinate with PACS/PCMM and Risk Management regarding contracts and insurance certificate requests from vendors.
• Support senior Art and Graphic Design students with questions for their gallery shows in the Praxis Gallery in Fairbanks and support the Fairbanks Gallery manager with open houses and artist receptions.
• Disperse the mail, set up and maintain mailboxes for new and current employees, coordinate with Printing & Mailing regarding mail delivery and package pickup, coordinate updating and printing of faculty name/office location boards, and oversee building digital and paper bulletin boards, removing inappropriate content.
• Update/maintain office accounting and purchasing files, faculty class syllabi and office hours.
• Coordinate, generate and maintain records of donor thank you letters/cards.
• Create purchase orders and department invoices, process and document incoming invoices for Art and Graphic, and manage the use and statement processing of the OSU visa cards.
• Coordinate ordering of supplies/equipment required by faculty and staff, create approved purchase requests for new equipment through BennyBuy and eProcurement, use BennyBuy/eProcurement to look up vendors and vendor invoice/payment history, and invite new companies/individuals to become vendors with OSU so they can be paid in an efficient manner.
• Oversee maintenance on department computers, copier, and printers, coordinate with CN for repairs.
• Monitor ensemble enrollment to ensure students are registered through either OSU or SVPDA Academy.
• Create payment and reimbursements requests for visiting clinicians, faculty and students and other guest performers and coordinate with faculty, travel agency, visiting clinicians and guest conductors as needed.
• Make cash and check deposits to OSU Foundation and Kerr Admin cashier.

• In coordination with Ideal-Logic, set up all SAC Academy registrations for Marching Band, Basketball Band, Rhythm and Beavs, Campus Band, University Choral, various workshops, and youth summer camps like JumpstART, Chamber Music Workshop, Music Recording and Technology, Choir Camps, etc.
• Process all deposits, work with the faculty to apply awarded scholarship funds to the youth and order all t-shirts and supplies for the camps.
• Schedule camp housing and dining, activities, and work with the Assistant to the Director to hire/PSC all needed instructors, RAs, and student workers for each activity.
• Watch approved budgets to stay within the approved spending limits.
• Provide the faculty with rosters of all attendees, support them with issues, and complete any honorarium payments for visiting artists/guest speakers.
• Oversee the SVPDA Academy email box and assist and respond as needed.

• Take course scheduling information that is developed by the Director, Program Coordinator, Faculty, and Advisor and input the data into the CLSS system in close coordination with the Art and Graphic Design Program Coordinator.
• Work with the Art and Graphic Design Program Coordinator to resolve any issues presented by the Schedule Desk.
• Help track class enrollment levels to meet the OSU standards.

• Work with the Art and Graphic Design Scholarship Committee and the Assistant to the Director with overseeing and managing the scholarship award processes.
• Use mail merge to prepare award letters and contracts for both new and continuing education scholarship recipients.
• Collect and monitor signed scholarship contracts through DocuSign.
• Submit all Art, Graphic Design, Music, and Theatre scholarship awards in ScholarDollars.
• Verify student scholarships each term to insure they are meeting the requirements.
• Use CORE database to help with scholarship data of student GPAs for continuing student scholarship applications.

• Other duties as needed in support of the Art and Graphic Design departments.

Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

• Exceptional organizational skills with the ability to pay attention to details; problem solving, flexibility and the ability to work independently.
• A firm understanding of basic office practices including knowledge and proficiency of software programs related to word-processing including MS Word, MS Excel, MS Outlook, Adobe Acrobat.
• Experience in high public contact situations (face-to-face and via the telephone) in relaying to patrons, vendors, students, staff and faculty basic information regarding academic programs, scholarships, art or graphic design events, etc.
• Experience interpreting and applying policies and regulations to “real world” situations; using policies and regulations to guide decisions and processes.
• A demonstrable commitment to promoting and enhancing diversity.

• Experience and training using BennyBuy, eProcurement, CLSS, DocuSign, Google and Outlook calendars, and CORE.
• Experience accomplishing a range of tasks while meeting multiple deadlines.