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Staff Specialist

WORK PERFORMED:
Staff Support

  • Screen, sort and distribute mail, faxes, and other documents; determine which items to respond to independently or which to bring to supervisor???s attention based on content of communication and knowledge of office activities.
  • Compose letters and statements independently, applying departmental policies, procedures, rules and regulations.
  • Compile and summarize information for regular or special reports including meeting minutes and creation and formatting of documents including presentations and project plans.
  • Answer telephone, take message, screen calls and reply to questions in accordance with general instructions and office procedures and policies.
  • Serve as office receptionist, greeting, screening and directing callers to appropriate staff members.
  • Set up for meetings, including L&OD staff meetings, HR Leadership Team meetings, and various committee meetings.
  • Surplus items Work with Facilities, Housekeeping, Grounds, telephone support, Alarm Company, copier support, vending machine providers, coffee vendor
  • and others to maintain operations.
  • Parking, Order supplies, furniture, organize and issue staff keys
  • Manage all logistics for New hire orientation. Order folders and giveaways, gather all material for event
  • Keep facilitator updated regarding numbers and additional employees added, Schedule orientation and cancel as needed. Layout orientation annually, schedule food and badge ID times.

 
Operations

  • Set up and maintain varied office files of records, reports and correspondence required for reference and efficient operation of the Learning and Organization Development Department.  Maintain logs and records of office activities including work requests for maintenance/repairs of office equipment and facilities, Assist in the preparation of complex reports and proposal requiring the identification of sources, compilation, analysis and evaluation of data.
  • Review reports received for supervisor, checking and comparing with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
  • Schedule and coordinate arrangements for meetings and departmental workshops.
  • Provide back up support to the Registrar, answering phones, replying to customers’ questions, and processing registrations.
  • Order and maintain an inventory of office supplies for both office buildings, filling weekly staff requests for supplies.
  • Ensure the timely scheduling of classrooms in Alive 25.
  • Update website and online materials.
  • Prepare all training materials for open enrollment courses ensuring that notebooks and handouts are ready for each session.

Project Support

  • Order handouts & manuals for trainings, other supplies as needed
  • Register participants and reconcile attendance
  • Complete billing paperwork and record expenses and revenue
  • Complete post-training evaluation spreadsheet and results summary as requested
  • Send personalized 3-month follow up emails
  • Partner with Practice Team to improve & streamline processes
  • Update monthly M@D report and create report charts as requested.

Orientation

  • Order folders & giveaways; gather materials for event
  • Keep Orientation Team apprised of anything out of the ordinary:  oversee registration, requests to cancel/add events, etc.
  • Cancel or schedule extra orientations as needed
  • Schedule orientation dates for upcoming year & coordinate with various departments that support orientation

Customer Service & General Registrar

  • Handle class inquiries made via telephone, email, fax, and in person
  • Register participants and confirm enrollments as needed
  • Research billing inquiries; prepare correction paperwork when necessary

Required Qualifications at this Level

Education/Training:

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of post-secondary education.

Experience:

Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices.

A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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