Administrative Assistant

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Job Title:
Administrative Assistant

Department:
Advancement | Development Constituency Fundraising

Position Overview

Working in Support of the College of Food Agricultural and Environmental Sciences (FAES) Advancement team, the Administrative Assistant provides front-line administrative support  to the FAES Chief Advancement Officer (CAO) and  multiple FAES Advancement senior leaders.  Proactively reviews, coordinates, maintains and prioritizes complex schedules and visits; proactively plans for meeting needs including agendas, briefings, and other written materials; arranges and coordinates travel plans, including mileage; submits reimbursements and other financial paperwork, including requisitions authorizations; screens and handles sensitive or complex inquiries; interfaces with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; creates and maintains reports and records; types technical and/or confidential materials; records and transcribes minutes; maintains and safeguards donor contribution records of a highly confidential nature. managing digital and technical assets for the team; providing staff recruitment support including but not limited to, scheduling and creating relevant on-boarding and off-boarding agendas, itineraries, checklists, and schedules. Arranges and follows-up to ensure process is handled professionally and according to OSU and Advancement HR policies and procedures; Provides back up and support to administrative professionals and completes ad hoc duties as assigned.

Acts as administrative liaison with college leadership administration and develops and maintains strong network with equivalent staff in CFAES and Central Advancement.

The Administrative Assistant is expected to be able to effectively manage multiple priorities and competing time demands and provide exceptional customer service, be a self-starter, have excellent organizational, interpersonal, written and verbal communication skills, and the ability to work as a part of a team in a fast-paced, strategic environment.  They are also expected to be a team player with the ability to function effectively and independently.  Makes determinations and is responsible for ensuring that appropriate action is taken to meet department goals and guidelines. Exercises discretion, independent judgment, and initiative to resolve problems and make recommendations.  Delegates to appropriate person as needed to manage while maintaining the utmost confidentiality.

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.

About the College of Food, Agricultural, and Environmental Sciences

If you aren’t already, we guarantee you will be passionate about the food, environmental and agricultural industry once you join the team. CFAES and our community are uniquely positioned to take on critical challenges such as sustainable food security and safety, environmental and ecosystem sustainability, the intersection of human, animal, and environmental health, and the tensions and opportunities created between rural and urban communities and industries.  The Land Grant mission of improving the lives of individuals, families, and communities is central to our work.  One of the ways we accomplish this mission is through engaging donors, alumni, and friends of our programs across our three campuses: Columbus, Wooster, and statewide through OSU Extension.

Duties and Responsibilities

60%

Provides daily administrative support and staff assistance to the CFAES Chief Advancement Officer and CFAES Advancement unit leaders; makes determinations and is responsible for ensuring that appropriate action is taken to meet department goals and guidelines; resolves problems and make recommendations; delegates to appropriate person as needed to manage while maintaining the utmost confidentiality; maintains knowledge of areas, activities, and priorities in all areas of CFAES Advancement and the college; maintains an in-depth knowledge of leadership activities, goals, and objectives to effectively identify and navigate emerging issues; coordinates and prioritizes the CAO’s schedule and commitments; works with unit leaders on other complex scheduling; takes meeting minutes and receives follow-up action items for completion; provides staff recruitment support including but not limited to, scheduling and creating relevant on-boarding and off-boarding agendas, itineraries, checklists, and schedules; arranges and follows-up to ensure process is handled professionally and according to OSU and Advancement HR policies and procedures.

30%

Researches and resolves issues and problems; assesses inquiries and concerns directed to the Advancement Team determining course of action and delegating to appropriate person to manage; uses substantial judgement and independent decision making; responds to routine inquiries from donors and staff; serves as liaison to key university and FAES officials; develops and maintains strong network with equivalent staff in CFAES and Central Advancement; performs research and analysis of confidential information and prepares meeting and event briefings for use by all areas; develops checklists, procedures, manuals, and maintains databases; coordinates travel arrangements and Pcard documentation for leadership; coordinates resource needs for the office; handles additional administrative duties including managing digital and technical assets for the team; manages staff rosters, distribution lists, and office locations; provides back up and support to administrative professionals and completes ad hoc duties as assigned.

10%

Assists leadership with communication, coordination, scheduling, and completion of special projects; performs other duties as assigned.

Required Qualifications

• High School diploma or GED.

• Two (2) years of experience in an administrative support or customer service role.

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)

• Bachelor’s degree or an equivalent combination of education and experience.

• Progressively responsible administrative experience.

• Proficiency in Microsoft Office Suite.

• Knowledge of Ohio State University’s policies, rules, and regulations.

• Understanding of the work of development and engagement.

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 provides exceptional rewards that arise from working for an institution doing worldwide life-changing research and outreach. 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:

To learn more about the Office of Advancement, please visit advancement.osu.edu .

The budget for this position is up to $22.86 per hour. The offer for this position will be based on internal equity and the candidate's qualifications.

Function: Business Planning and Operations

Sub-function: Administrative Assistance

Career Band: Individual Contributor - Technical

Career Level: T3

Location:
4-H Center (0191)

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.