Administrative Assistant (Alumni Association)

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Position Overview

The Ohio State University Alumni Association is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative support and manage complex travel arrangements for the unit. Primarily supporting the Constituent Connections team, the Administrative Assistant will play a pivotal role in ensuring the smooth operation of the team's day-to-day activities.

The Administrative Assistant will: Manage complex travel arrangements, including booking flights, accommodations, and ground transportation; Process requisitions for goods and services, ensuring timely procurement; Handle pre-travel spend authorizations, gathering detailed documentation and expense estimates; Manage expense reports and itemized receipts for staff who regularly travel for work; Oversee inventory of supplies, initiating procurement to maintain appropriate stock levels. This position will: Serve as a central point of contact for the Advancement Constituent Connections team, effectively handling inquiries and requests; Maintain and safeguard records and correspondence of a highly confidential and sensitive nature; Collaborate with Regional Engagement Officers to make necessary purchases for over 100 Alumni Clubs & Societies.

The Administrative Assistant's duties include: Research and resolve issues, problems, inquiries, and concerns directed to the team; Determine appropriate courses of action and delegate tasks as needed; Serve as a resource for clubs and societies regarding tax questions related to their non-profit status. 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 University's Shared Values which include Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion, and Integrity and Respect.

Duties and Responsibilities

60%

• Provides daily administrative support primarily for the Advancement Constituent Connections team.

• Responsible for the coordination with ADV Finance of the annual group filing form for the alumni clubs and societies.

• Engages in understanding the Advancement Constituent Connections team's philosophy and priorities.

• Coordinates travel arrangements and schedules meetings.

• Processes payments, expenses, and reimbursements.

• Procures supplies and equipment.

• Creates and submits Pre-Travel Spend Authorizations, including gathering detailed documentations and expense estimates.

• Creates itineraries, reports and meeting materials.

• Reviews, coordinates, maintains, and prioritizes complex schedules and meetings.

• Enters and oversees expense reports, spend authorizations, reimbursements, and requisitions.

• Purchase stewardship-related items/goods for fundraisers to utilize in the donor engagement process and document expenses.

• Responsible for maintaining and safeguarding records and correspondence of a highly confidential and sensitive nature.

• Screens and handles incoming phone calls, email, and correspondences.

• Submits financial reimbursements, requisition authorizations and other financial paperwork.

• Provides travel and administrative support to multiple leaders and a large number of staff on the Advancement Constituent Connections team and assists them with administrative duties.

• Utilize concur to compare hotel rates and book the most reasonable option.

• Utilize rental car comparison calculator to assess the most economical mode of transportation.

• Will support the Advancement Constituent Connections team's key objectives, priorities, and daily assigned duties.

30%

• Collaborates with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public.

• Collects, compiles, analyzes, develops and summarizes statistical data and reports.

• Coordinates materials for briefings.

• Prepares fiscal related documentation for review by appropriate departmental resources and to comply with audit process.

• Records and transcribes meeting minutes.

• Researches and resolves issues, problems, inquiries, and concerns directed to the Advancement Constituent Connections team and determining course of action and delegating to appropriate person to manage as needed.

• Responsible for scheduling internal and extremal meetings.

• Serve as a resource for clubs and societies who have tax questions regarding their non-for-profit status, including the filing of their annual 990N.

10%

• Assists with office operations in absence of office manager.

• Develops power point presentations.

• Completes special projects and performs other duties as assigned.

Required Qualifications

• High School diploma or GED.

• One (1) year of relevant experience required.

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)

• Two (2) year of relevant experience required.

• Knowledge of University fiscal policies desired.

• Experience with Word, Excel, Access, Power Point, and Internet software desired.

• Demonstrated experience in office setting.

• Demonstrated skills in customer service and excellent communication skills, both verbal and written.

• Occasionally must be able to work additional hours, evenings, and weekends.

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:

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

Regular 40 First Shift