Office Specialist Job Description

1. Summer Institutes and Internship Programs
2. Reporting System
3. Supply Room and File System
4. Preprint Series
5. Bulletin and Brochure
6. World Wide Web
7. General Office

1. Compile information required for report completion from Co-PI's, PI's, staff scientists, and the Army
2. Prepare reports

1. Maintain supply room organization and floor plan
2. Maintain adequate supply levels, restocking shelves as necessary
3. Maintain central files (filing and archiving)
4. Maintain file room database and cabinet maps
5. Search system and provide copies upon request

1. Maintain AHPCRC Preprint Series master files
2. Process new papers into preprints when received from researcher
3. Monitor preprint numbers, copying and restocking when necessary
4. Maintain a system for collecting reprints and updating preprint data base

1. Assist in writing and editing
2. Provide camera-ready copy using Quark
3. Work with publisher through all phases of production
4. Coordinate mailing

1. Transfer Preprint Abstracts and Titles to AHPCRC Web pages
2. Convert and transfer Summer Institute and Summer Intern Web pages to AHPCRC Web pages
3. Convert and Transfer AHPCRC Bulletin to AHPCRC Web pages
4. Create Conference and Workshop announcements and forms in Web format and put on AHPCRC Web pages
5. Other miscellaneous Web projects

1. Serve as AHPCRC general receptionist (telephone and in-person)
2. Prepare correspondence and provide proofreading and editing services as needed
3. Update and produce the AHPCRC Handbook and the Entertainment Guide
4. Open guest accounts as necessary
5. Maintain written procedures for all areas of responsibility
6. Coordinate tours of the AHPCRC-UM and MSCI facilities upon request
7. Provide cleerical back-up for other Office Specialist position
8. Maintain event wall calendar (visitation, training, seminars/workshops/conferences)
9. Accept all deliveries and verify orders against packing slips and contents
10. Program fax machine and telephone speed dial numbers as needed
11. Update and maintain electronic Calendar
12. Update and maintain support database and floor maps
13. Update and maintain address database
14. Update and maintain computer time allocation records
15. Update and maintain T-shirt database
16. Provide clerical support to office personnel
17. Arrange visitor accecilities
18. Oversee student secretary's work
    1. Water office plants
    2. Clean common areas and white boards as needed
    3. Assist in duplication and distribution of reports and preprints
    4. Assist Jean and Elaine in processing daily mailings, bulk mailings, faxes, Fed-Ex's and courier services
       1. includes preprints, bulletins, brochures, and reports
    5. Close office at the end of each workday
    6. Maintain AHPCRC library
    7. Keep front and back reception areas stocked with Bulletins, Brochures, etc.
    8. Empty recycling bins
    9. Assist in proofreading
    10. Copy and distribute phone lists
    11. Keep picture boards current and maintain picture files
    12. Maintain bulletin boards
    13. Run errands when necessary
    14. Survey parking lot for illegally parked cars
    15. Fill supply requests as needed