Department Support Assistant

The Department Support Assistant provides comprehensive administrative, operational, and project coordination support to department leadership and employees. This role serves as a trusted partner to Directors and senior leaders by managing calendars, coordinating travel and events, supporting procurement and expense processes, and facilitating day‑to‑day business operations. The position requires strong organizational skills, sound judgment, attention to detail, and the ability to independently manage multiple priorities in a fast‑paced, matrixed environment.

The Department Support Assistant plays a critical role in ensuring efficient departmental operations, fostering employee engagement, supporting team communications, and contributing to the successful execution of business objectives and office‑wide initiatives.

• Bachelor's degree and 2+ years of Department Support Assistant or related work experience.
• Associate's degree and 4+ years of Department Support Assistant or related work experience.
• High School Diploma or equivalent and 6+ years of Department Support Assistant or related work experience.
• Completed advanced degrees in a relevant field may be substituted for up to two years (Master’s = one year, Doctorate = two years) of work experience.

• Provide administrative support to department leadership and staff.
• Manage leadership calendars, including scheduling meetings, coordinating priorities, and maintaining calendar accuracy.
• Coordinate and maintain departmental calendar entries, including release schedules and key business milestones.
• Schedule and coordinate skip-level meetings and leadership engagement activities.
• Process and maintain departmental tracking systems and administrative records.

• Coordinate domestic and international travel arrangements for leadership and team members.
• Prepare, submit, and reconcile expense reports related to:
  • Business travel
  • Reimbursement requests
  • Team‑building activities
  • Employee recognition and celebration events
  • Office supplies
• Serve as a backup resource for office‑wide travel coordination and support.

• Manage purchasing activities using corporate procurement systems, including PCard and iProcurement processes.
• Ensure purchases comply with corporate policies and approval requirements.
• Maintain and track departmental budgets and spending activities.
• Manage fiscal year tracking and reporting for departmental expenditures.
• Coordinate and facilitate approval workflows, including permissions approvals and related requests.

• Coordinate logistics and catering for departmental meetings and events, including, but not limited to:
  • Director staff meetings
  • Operations meetings
  • Department‑wide meetings
  • Technical and business review meetings
• Manage meal and catering arrangements for local and remote employees.
• Research venues, restaurants, and activities for employee recognition events, anniversaries, and team‑building activities.
• Partners with Office Administrator to plan and execute office‑wide events and engagement initiatives.

• Support employee recognition programs and anniversary celebrations.
• Deliver communications and reminders to managers and leadership teams regarding employee milestones and recognition opportunities.
• Coordinate quarterly communication initiatives and team engagement activities.
• Serve as a backup administrator for office‑wide communications and announcements.

• Maintain departmental tracking tools, spreadsheets, and reporting documents.
• Track team‑building activities, budgets, procurement activity, and operational…