Management Support Specialist

Description:

DUTIES AND RESPONSIBILITIES

Academic Appointment Support

• Executes the process for SI academic appointment stipend payments, including creating and/or updating vendor enrollment records, creating stipend purchase orders (PO’s), health insurance enrollments, and tracking/entering data into online software systems.
• Collaborates with OAAI Program team and communicates with U.S. and non-U.S. academic appointees to ensure accuracy of stipend information, including W-9’s, tax withholding forms, banking/EFT information, and health insurance enrollment.
• Coordinates with the Office of Finance & Accounting office to identify and resolve discrepancies and inaccuracies with vendor records/stipend information.

Procurement

• Serves as the primary procurement officer and purchase cardholder for OAAI.
• Performs regular inventory and ordering of office supplies and equipment.
• Assists in preparing procurement documentation.
• Serves as Accountable Property Officer and maintains accurate record of the location of all accountable property.

Funds/Budget Management

• Verifies and processes all funds received in OAAI.
• Assists with the close-out of the fiscal year through close monitoring of expiring funds.
• Assists Administrative Officer with preparing and executing budgets for federal and trust funds.

Administrative Support

• Supports Director with a variety of administrative and logistical needs, including coordinating/scheduling meetings, coordinating travel, corresponding with internal and external stakeholders on the Director’s behalf, etc.
• Assists OAAI staff and invitational travelers with preparation of travel documents, registering for conferences, etc.
• Be familiar with Human Resources functions for the office, including onboarding of staff.
• Serves as OAAI timekeeper.