Administrative Assistant
The Ohio State University

Job Info

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Job Title:Administrative AssistantDepartment:Advancement | Development General

Position Overview

The Office Associate is responsible for providing professional front-line administrative support for the OSU Wexner Medical Center/James Cancer Hospital and Solove Research Institute Community Philanthropy Events Team; plans and coordinates administrative activities, greets and assists visitors; facilitates communication with donors, faculty and administrative staff; reviews, coordinates and maintains complex schedules and extensive calendaring activities to include scheduling and coordinating meetings, events, conferences, luncheons and/or retreats; determines priorities in team calendars; anticipates meeting needs; arranges and assists with planning complex donor events; screens and handles sensitive and/or complex incoming phone calls and emails; often interfaces with major donors, high-level volunteers, University leadership, University Development leadership and staff, Medical Center and James leadership, faculty, staff, visitors and general public; creates and maintains reports and records; types technical and/or confidential material; prepares agendas, briefings and other written materials; records and transcribes minutes; maintains and safeguards donor contribution records of a highly confidential nature; submits reimbursements and other financial paperwork; performs general department functions and other duties as assigned.

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

45%

Provides daily administrative support to the OSU Wexner Medical Center/James Cancer Hospital and Solove Research Institute Community Philanthropy Events Team; Collaborates with events team to understand philosophical approach and priorities; Screens and handles incoming phones calls, emails and visitors; 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; 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 Medical Center/James Development activities and programs.

45%

Responds to routine inquiries from donors and staff; Serves as liaison to key University and Medical Center officials; Provides information to major /James Medical Center donors, high-level volunteers, University & 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; financial tracking and preparing reports; Attends key meetings; Coordinates special projects; Assists with sending and preparing information for Community Partner donors; Helps maintain Community Partner calendar of events; Works with James Marketing on social media posts for Community Partners program; Manages event revenue gift processing; Assists with managing expenditure requests for event vendors; Works with Medical Center/James Marketing; department and donor approvals on a variety of communication materials to include e-newsletters; brochures; invitations; event materials.

10%

Performs special projects and/or other duties as assigned.

Required Qualifications

• High School diploma or GED.

• 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)

• Two (2) year of relevant experience required.

• Knowledge of University fiscal policies desired.

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

• Progressively responsible administrative experience in an office environment.

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

• 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: 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 $21.14 an 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: T2

Location:Longaberger Alumni House (0022)Position Type:RegularScheduled Hours:40Shift:First ShiftFinal 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.

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