Office Support Specialist - Siebel School of Computing and Data Science

Duties & Responsibilities

Provide support for school programs and activities by tracking registrations, scheduling meetings, ordering meals, creating name labels, sending reminder emails, supporting school events, and other tasks as needed to ensure the smooth operation of these programs. Serve as back‑up hospitality contact for guest speakers. Oversee shared email folders by monitoring the inbox and distributing emails to the appropriate recipients. Assist the events and communications coordinators with Siebel space requests and other event logistics.

Direct visitors, faculty, staff, and students to the appropriate person or destination. Work with administrative offices, external relations, and student groups on requests for purchasing, travel reimbursement, and other relevant job functions. Oversee process for ordering and arranging purchases related to school events, corporate relations, broadening participation in computing, K‑12 activities, and project manager programs. Provide clerical assistance to the Senior Director of External Relations and Constituent Engagement, the Director of Administration and Operations, and other assigned personnel, including arranging internal and external meetings and appointments, scheduling times, reserving rooms, and coordinating activities, using good judgment concerning priorities and time limits.

Make travel arrangements, which generally involve airline, hotel, and conference reservations, for the Senior Director of External Relations and Constituent Engagement, the Director of Administration and Operations, and other members of their teams, as needed. Coordinate travel and itinerary arrangements for visitors hosted by the Directors and/or their team members. Assume additional appropriate duties to further the mission of the school.