Hiring Department

Kummer STEM Center

Job Description

The Business Support Specialist provides administrative and operational support for the Miners in the Making STEM Afterschool Program. This position works closely with the Program Director, staff, families, university partners, school districts, and community partners to support the daily operations and continued success of the program.

Responsibilities include:

• Provide administrative support to the Program Director by maintaining calendars, coordinating meetings with both on campus and off campus visitors, making travel arrangements, reserving meeting rooms, managing schedules, preparing documents, tracking deadlines, and supporting program activities and events
• Monitor and respond to routine program email, phone communications, and other inquiries from families, staff, university partners, and community members
• Maintain accurate student records, enrollment documentation, attendance records, and required program forms in accordance with university and childcare licensing requirements
• Support family communication by assisting with registration processes, reminders, updates, and follow-up regarding student information and program requirements
• Perform accounts payable including processing payment vouchers, travel reimbursements, hotel payment, purchase orders, and print orders as appropriate for each unique event
• Monitor office and program supply needs, place orders, maintain inventory, and ensure staff have necessary materials to support daily activities
• Support program compliance by maintaining organized records, assisting with grant reporting requirements, and preparing documentation for audits, evaluations, and licensing needs
• Greet and provide assistance and information to departmental visitors, request equipment and/or building maintenance and keep up the overall appearance of the office and facilities
• Recognizes and solves typical problems that occur in one's own work area without supervisory approval
• Organizes and completes structured assignments according to established priorities and deadlines
• Perform other job-related duties as assigned

Required skills and abilities:

• Strong organizational skills with attention to detail and the ability to manage multiple priorities
• Ability to communicate professionally and effectively with students, families, staff, university personnel, and community partners
• Ability to work independently, follow through on assignments, and recognize when additional communication or action is needed
• Experience with office administration, record keeping, purchasing, scheduling, or related responsibilities
• Proficiency with common office technology, including email, calendars, spreadsheets, and document management systems

Minimum Qualifications

High School Diploma or an equivalent combination of education and experience from which comparable knowledge and skills can be acquired is necessary

Preferred Qualifications

• Experience providing administrative, office, customer service, or program support
• Experience supporting youth, education, nonprofit, university, or community-based programs
• Experience with purchasing processes, budget tracking, invoices, reimbursements, or other financial administrative tasks
• Experience maintaining student records, confidential documentation, or compliance-related records