Administrative Associate

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Job Title:
Administrative Associate

Department:
FAES | Entomology-Interim

Serves as the principal administrative and operational support professional for the Department Chair and Department of Entomology. Operates with a high degree of independence, judgment, discretion, and professionalism while managing executive support functions, departmental operations, faculty affairs, communications, financial processes, facilities coordination, and strategic initiatives.

Acts as a trusted advisor to the Department Chair on administrative, operational, personnel, and policy matters. Ensures efficient day-to-day departmental operations; supports faculty, staff, students, and external stakeholders; manages confidential information; and serves as a key liaison between the department and university, college, and external constituencies.

Responsibilities

Executive and Administrative Leadership Suppor t

Serves as primary administrative support to the Department Chair including management of Chair's calendar, scheduling priorities, meetings, and commitments; advises the Chair regarding university and college policies, procedures, deadlines, and administrative requirements; assists with Chair's correspondence, and preparation of reports, meeting agendas, presentations, and briefing materials; coordinates faculty meetings, leadership meetings, retreats, and planning sessions; collects, organizes, and prepares information for annual reports and college requests; monitors deadlines and ensures compliance with university and college requirements; serves as liaison between the Chair and faculty, staff, students, college leadership, and external stakeholders; anticipates issues and recommends solutions to support departmental priorities; represents the Chair and department in interactions with university offices and constituents.

Faculty Affairs Suppor t

Coordinates faculty recruitment activities, candidate visits, interviews, and search committee logistics; supports faculty appointments, annual reviews, promotion and tenure committee and processes; supports faculty committees as assigned and faculty governance activities; coordinates faculty voting processes and communications; assists with onboarding and offboarding of faculty and staff; maintains confidential personnel records and faculty-related documentation.

Department Operations and Logistic s

Directs and coordinates day-to-day administrative operations of the departmental office; serves as the primary point of contact for departmental inquiries and visitors; draft and distribute departmental communications, announcements, and informational materials to ensure consistent and professional communication on behalf of the department; coordinates departmental projects, retreats, recognition events and special assignments, including meeting logistics, room reservations, and event communications; identifies opportunities to improve departmental processes and operational efficiency; manages building and laboratory access authorization processes; serves as Building Coordinator or backup Building Coordinator; coordinates facility maintenance requests and operational issues; oversees office space management, supplies, and equipment needs; serves as liaison with CFAES Operations and Facilities personnel.

Financial Administration, Procurement, and Travel Management

Serves as departmental Procurement Card Manager; processes and monitors purchases, reimbursements, travel authorizations, and expense reports; ensures compliance with university purchasing and fiscal policies; coordinates travel arrangements and reimbursements for faculty, staff, and visitors, as assigned; serves as a resource regarding financial and purchasing procedures.

College, University, and Professional Service

Represents the department on college and university committees; serves on CFAES Staff Advisory Committee and other administrative councils as assigned; participates in departmental, college, and university-wide initiatives; supports outreach, engagement, and relationship-building efforts that advance departmental goals.

Qualifications

High School diploma or GED. Bachelor's or Associate degree in relevant field preferred. 4 years of relevant experience required. 6 or more years of relevant experience preferred, including expertise with Ohio State financial, facilities and access control systems or platforms and knowledge of university, and college policies and procedures.


This position requires professional discretion and ethical decision-making; a high degree of proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint; exceptional written and verbal communication ability and interpersonal skills with ability to work effectively with diverse populations; strong attention to detail, organizational effectiveness and follow-through; ability to anticipate needs and priorities; be able to contribute to a positive team-focused and high-paced environment.

Additional Information:

This job profile is a Administrative Assistant 4 (T4 level) on the career roadmap.

The offer for this position will fall within the positions pay range based on internal equity, unit's available budget, and the candidate's qualifications

This position includes medical, dental, vision, and pension options.

The full benefits can be viewed at the link below and inputting the information specific to the position. (i.e. staff, 100% FTE, & regular)

Location:
Kottman Hall (0340)

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.

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