• Job Description

  Req#: R114806

  Screen reader users may encounter difficulty with this site. For assistance with applying, please contact hr-accessibleapplication@osu.edu. If you have questions while submitting an application, please review these frequently asked questions.

  Current Employees and Students:

  If you are currently employed or enrolled as a student at The Ohio State University, please l og in to Workday to use the internal application process.

  Welcome to The Ohio State University's career site. We invite you to apply to positions of interest. In order to ensure your application is complete, you must complete the following:

  • Ensure you have all necessary documents available when starting the application process. You can review the additional job description section on postings for documents that may be required.
  • Prior to submitting your application, please review and update (if necessary) the information in your candidate profile as it will transfer to your application.

  Job Title:

  Administrative Assistant

  Department:

  Advancement | Alumni Association

  Position Overview

  The Ohio State University’s Office of Advancement seeks an Administrative Assistant to support a variety of leadership roles for Advancement. The Administrative Assistant will take initiative to provide administrative support to for Assistant Vice President, Executive Director and Director level positions and operate with a high degree of independence, confidentiality, attention to detail, discretion, and fiscal responsibility.

  The Administrative Assistant will be expected to understand the requirements of the office to prioritize issues and to allocate time for scheduled events, travel, and meetings. Independently performs administrative work of a complex nature conveying highly sensitive information while maintaining confidentiality and manages information flow. Maintains calendars, performs administrative tasks including but not limited to preparing presentations, drafting correspondence, meeting agendas, minutes, and reports for presentations for a variety of constituents. Manages travel arrangements and oversees the coordination of meetings and special events. Establishes, organizes, and maintains office and support activities while providing timely responses to requests. Prepares, monitors, and reconciles budget and procurement activity. Provides computer support services and updates related websites as necessary. This position must be team and customer service oriented in a fast-paced environment, have the ability to occasionally work in the evening and on weekends, consistently utilize analytical and problem-solving skills, maintain flexibility as priorities and demands shift, and extensively utilize MS Office. This position offers a flexible schedule including remote work as agreed upon with the leader(s) the role supports.

  All members of Advancement are part of creating an inclusive culture that inspires an exceptionally diverse and talented team and are measured on their adherence to the following core competencies: leadership, continuous improvement, teamwork and collaboration, and communication/interpersonal effectiveness. All members are also expected to exhibit The Ohio State University’s Shared Values which include Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion, and Integrity and Respect.

  Department Overview

  The Ohio State Alumni Association’s mission: Through time and change, we enrich firm friendships across our alumni and Buckeye communities to advance the university. With a vision of being the heart of the alumni community inspiring and cultivating engaged citizens throughout their Buckeye journeys, our organizational purpose is to build a community of lifelong champions. We represent the alumni association of the future and believe in elevating the alumni and Buckeye community experience. As an association, we are a shared service across Advancement as the experts in engagement and the constituent journey. We are one team aligning engagement and philanthropy, responsible for creating advocates on behalf of Ohio State. The organization is supported by 60+ employees, a Board of Directors, and Alumni Advisory Council.

  Duties and Responsibilities

  60% - Manages calendar scheduling for assigned leaders; compiles meeting notes, drafts agendas, and prepares meeting materials (correspondence, presentation materials, confidential reports, etc.); coordinates calendars with other assistants for group meetings; Coordinates rooms and refreshments; initiates travel and procurement requests; prepares and submits reimbursement of expenses; drafts written communications and coordinates phone calls; performs administrative work of a complex nature, including handling confidential information, managing complex travel arrangements, and interacting with all levels of personnel at the university with a high degree of autonomy and integrity; uses substantial judgement and independent decision making; responds to routine inquiries from a variety of constituents;

  30% - Develops reports, spreadsheets, and presentations using Excel, Word, or PowerPoint, especially to support team staff meetings; Files, organizes and manages electronic files; Plans and schedules logistics of meetings and official functions; Manages meeting room schedule, confirms attendance, selects and oversees catering needs, and may perform setup and clean-up work; Researches and resolves issues and problems; assesses inquiries and concerns directed to supported leaders, determining course of action and delegating to appropriate person to manage; Conveys directives and sensitive information as appropriate; Collects, compiles, analyzes, develops and summarizes statistical data and reports; Purchases and maintains office supplies; Coordinates office equipment service contracts and maintenance; Coordinates computer and network support services; Develops and maintains website and databases as needed.

  10% - Completes special projects and performs other duties as assigned.

  Required Qualifications

  • High School diploma or GED

  • 2 years of relevant administrative experience

  • Proven experience with MS Office suite

  Desired Qualifications (We are dedicated to building a diverse and inclusive workplace and encourage you to apply even if your experience does not align perfectly)

  • Associate’s degree

  • Previous experience in higher education

  • Proven experience working with complex, distributed environments

  The Office of Advancement is committed to providing tools and resources for you to learn our business, proprietary databases, university-specific processes, and advancement practices.

  Commitment to Inclusion

  The Office of Advancement is committed to active allyship in addressing and dismantling the inequities created by systemic racism and implicit, long-held bias. We pledge to act with kindness, respect, and integrity at all times; trust ourselves and our colleagues and empower their whole identities; and hear and see our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.

  You Need to Know

  Aside from the unparalleled benefits of working for The Ohio State University and working in the diverse, smart, enjoyable, and growing city of Columbus, Ohio, this opportunity will provide exceptional rewards that arise from working for an institution doing worldwide life-changing teaching and research. Learn more here: https://hr.osu.edu/careers/.

  In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as a standby position.

  Additional Information:

  Location:

  Longaberger Alumni House (0022)

  Position Type:

  Regular

  Scheduled Hours:

  40

  Shift:

  First Shift

  Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

  Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions .

  The Ohio State University is an equal opportunity employer.

  All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability, ethnicity, gender identity or expression, genetic information, HIV/AIDS status, military status, national origin, race, religion, sex, gender, sexual orientation, pregnancy, protected veteran status, or any other basis under the law.

  Applicants are encouraged to complete and submit the Equal Employment Identification form.

• About the company

  The Ohio State University, commonly Ohio State or OSU, is a public land-grant research university in Columbus, Ohio.

Notice