Administrative Assistant

Administrative Assistant

Working in support of the Colleges and Units Advancement Team, the Administrative Assistant is responsible for providing professional front-line administrative support for multiple 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. The Administrative Assistant is expected to be able to effectively manage multiple priorities and competing time demands and provide exceptional customer service.

A person who thrives on being part of a team and works in a fast-paced, strategic environment will excel in this role. The Administrative Assistant is expected to be a self-starter, have excellent organizational skills, interpersonal skills, 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 External Affairs are part of creating a culture that inspires an exceptionally multifaceted and talented team and are expected to exhibit The Ohio State University's Shared Values. The Office of External Affairs is committed to acting with kindness, respect, and integrity at all times and welcoming our colleagues' ideas, voices, and perspectives, acknowledging that we are better together.

Duties and Responsibilities

• Provides daily administrative support to multiple senior leaders of the Colleges and Units Advancement Team; 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; develops power point presentations; 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 Colleges and Units advancement activities and programs.
• Researches and resolves issues and problems; assesses inquiries and concerns directed to the leaders 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 officials; provides information to major donors, high-level volunteers, university 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.
• Completes special projects and 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.
• Experience with MS Office Suite.

Desired Qualifications (We're committed to building a team that reflects a variety of skills and experiences and encourage you to apply even if your experience does not align perfectly)

• Progressively responsible administrative or customer service experience.
• Previous Experience working in an Advancement setting.
• Previous experience with managing electronic calendars and scheduling for Senior Leaders.

Function: Business Planning and Operations

Sub-function: Administrative Assistance

Career Band: Individual Contributor – Technical

Career Level: T3

Location: University Square North (1031)

Position Type: Regular

Scheduled Hours: 40

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.

The university is an equal opportunity employer, including veterans and disability.