Administrative Assistant

Details

Posted: 01-May-24

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: R99094

Position Overview
Working in support of the Wexner Medical Center and the College of Medicine Advancement team, the Administrative Assistant provides administrative support to the Executive Director of Development, and a team of development officers. Duties include reviewing, coordinating, maintaining and prioritizing complex schedules and meetings; proactively planning for meeting needs including agendas, briefings, and other written materials; arranging and coordinating travel plans including mileage; submitting reimbursements and other financial paperwork including requisition authorizations; screening and handling sensitive or complex inquiries; interfacing with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; creating and maintaining reports and records; typing technical and/or confidential materials; recording and transcribing minutes; maintaining and safeguarding donor contribution records of a highly confidential nature.
The Administrative Assistant is expected to be a self-starter, have excellent organizational, written, and verbal communication skills and the ability to work as a part of a team in a fast-paced, strategic environment.

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 Universitys Shared Values which include Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion, and Integrity and Respect.

About the Wexner Medical Center and the College of Medicine

One of the nations leading academic health centers, The Ohio State University Wexner Medical Center offers health care services in virtually every specialty and subspecialty in medicine. Thousands of patients come to us each month for treatments and services they cant find anywhere else. Our clinical areas of distinctiveness are Cancer, Heart, Neurology, Transplantation, Diabetes, Musculoskeletal, Digestive Diseases and Critical Care. At Ohio State Wexner Medical Center, were driving breakthrough health care solutions to improve peoples lives.

For more than a century, The Ohio State University College of Medicine has been a leader in innovative programs, initiatives and curriculum. As one of the largest and most diverse academic medical centers in the country, weve trained more than 20,000 physicians and countless thousands of other affiliated health care professionals. Our college features 20 clinical departments, eight basic science departments and an outstanding School of Health and Rehabilitation Sciences offering undergraduate, masters and PhD programs.

Duties and Responsibilities

80%

Provides daily administrative support for the Wexner Medical Center & Health Sciences Advancement Team, including the College of Medicine and alumni engagement professionals; collaborates to understand philosophical approach and priorities; screens and handles incoming phone calls, email and correspondences; reviews, coordinates and maintains schedule of activities and calendar including all meetings, conferences, luncheons and other appointments; manages and processes confidential and sensitive correspondence; reviews and prioritizes incoming electronic and written mail; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; coordinates materials for briefings; anticipates, researches, and prepares materials for internal and external meetings; maintains and safeguards donor contribution records of a highly confidential nature; arranges and coordinates all travel plans including complex donor-centered activities and travel; prepares special reports relative to various phases of the Medical Center Development activities and programs.

10%

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 medical center officials; provides information to major donors, high-level volunteers, university and medical center officials and administrators, faculty, staff, visitors and general public; prepares and submits reimbursement of expenses; Conveys directives and sensitive information as appropriate; Collects, compiles, analyzes, develops and summarizes statistical data and reports.

10%

Performs other duties as assigned.

Required Qualifications

• One (1) year 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)

• Bachelors degree or an equivalent combination of education and experience.

• One (1) year experience working in an academic medical center with knowledge of university and/or Medical Center organization and procedures.

• Progressively responsible administrative experience.

• One (1) year of Microsoft Office experience, with emphasis on Outlook and excel.

• Previous experience working in an Advancement setting.

• Previous experience working with Workday.

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.

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

The pay range for this job profile is $17.74 - $23.63 per hour (min - mid). The offer for this position will fall within this range based on internal equity, unit's available budget, and the candidate's qualifications.

Salary Range: $17.74 - $23.63 per hour

Function: Business Planning & Operations

Subfunction: Administrative Assistance

Career Band: Individual Contributor Technical

Career Level: T2

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About The Ohio State University
The Ohio State University is a dynamic community of diverse resources, where opportunity thrives and where individuals transform themselves and the world. Founded in 1870, Ohio State is a world-class public research university and the leading comprehensive teaching and research institution in the state of Ohio. With more than 63,000 students (including 57,000 in Columbus), the Wexner Medical Center, 14 colleges, 80 centers and 175 majors, the university offers its students tremendous breadth and depth of opportunity in the liberal arts, the sciences and the professions.
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