Administrative Assistant
The Ohio State University

Job Info

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Job Title:Administrative AssistantDepartment:Medicine | Psychiatry

Job Description Summary

Functions as Administrative Coordinator to coordinate and monitor daily administrative activities & services in the Department of Psychiatry and Behavioral Health; provides comprehensive administrative support to the Suicide and Trauma Reduction Initiative (STRIVE); coordinates and oversees daily business functions including financial, human resources, outreach & marketing, and facilities & space, in collaboration with the Clinical Research Manager and Division Director; implements, evaluates and modifies administrative policies & procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken to meet departmental goals, guidelines & deadlines; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; independently responds to routine correspondence; assists with recruiting, hiring, and training support staff; coordinates performance management activities; works with the Clinical Research Manager and Division Director to plan, assign and monitor individual workloads of administrative support and professional services staff, as well as students; monitors and ensures staffing levels are appropriate & makes recommendations for changes in staffing; conveys directives from department leadership; coordinates appointment calendars of assigned administrator or faculty leader; coordinates and organizes logistics for meetings, conferences, workshops and other special events; prepares and distributes agendas; records, transcribes and distributes meeting minutes; coordinates and makes travel and lodging arrangements; collects, prepares and processes requests for reimbursement of expenses; researches, collects and compiles information as requested to develop complex departmental reports, aid departmental leadership in strategic planning process, and for decision making purposes; acts as department's travel, eRequest and Human Resources Action (HRA) initiator; serves as liaison with university offices, faculty, staff and outside agencies.

Minimum Education and Skills/Experience Required/Desired

Per CCS Specifications; six months experience (600 hours course work or training) in customer service or communications, including researching, analyzing & interpreting information; three months experience (300 hours course work) in budgeting; six months experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; three months experience (300 hours course work) in supervision management; three months experience (300 hours course work) in interviewing. Requires successful completion of a background check. Selected candidate may be requested to complete a pre-employment physical including a drug screen.

FUNCTION: Business Planning and Operations

SUB-FUNCTION: Administrative Assistance

CAREER BAND: Individual Contributor - Technical

Additional Information:

Administrative Assistant within the Suicide and Trauma Reduction Initiative (STRIVE) in the Department of Psychiatry and Behavioral Health, performs a variety of administrative and secretarial tasks for faculty and staff in support of the department academic and research missions; coordinates and maintains faculty calendars, schedules and coordinates program meetings, conferences, educational programs, and special events including all logistics; distributes agendas; attends and records minutes of meetings; transcribes and distributes meeting records; makes national and international travel arrangements for STRIVE faculty and staff; collects receipts, prepares requests for, and tracks reimbursement of expenses; drafts and prepares correspondence; prepares reports, tables, and slides for presentations; answers phones and inquiries; serves as a liaison for faculty, staff, investigators, administration, and external customers and organizations; opens, screens, and distributes mail; maintains inventory of office supplies and program equipment; establishes and maintains files; performs other duties as assigned.

Location:Research Administration Building (0200)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.

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Applicants are encouraged to complete and submit the Equal Employment Identification form.

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