Administrative Assistant
The Ohio State University

Job Info

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Job Title:Administrative AssistantDepartment:Arts and Sciences | Linguistics

The Administrative Assistant supports and assists the Department of Geography Chair in providing effective leadership and communication to the department. This role serves as liaison to department faculty and staff, university offices, and external groups by administering the Chair's calendar, organizing meetings, and managing information flow from the Department Chair's office. They represent the department to other administrators, university leadership and the community-at-large. The Administrative Assistant researches and analyzes information to provide technical and strategic advice to the Chair and faculty regarding University and department policies and procedures. In consultation with the Chair and Department Manager, the Administrative Assistant manages departmental priorities and goals and maintains a comprehensive understanding of department initiatives. They compose correspondence to various constituencies on behalf of the Department Chair and department, compile and disseminate sensitive information, and prepare reports and special projects.

The Administrative Assistant schedules in-person and remote faculty meetings, organizes and circulates documents for faculty meetings, records faculty votes, and takes faculty meeting minutes. They help to maintain departmental records for the Department Chair and various committee heads and oversees consistency and currency of department documents and records (e.g. Pattern of Administration, Promotion and Tenure documents). The Administrative Assistant provides support to departmental search committees and faculty recruitment efforts by posting advertisements, coordinating with search committee chairs to manage queries and files as required, and by coordinating visit schedules, travel, and accommodations for finalists. They provide support to the Personnel Committee and Department Chair by overseeing collection, organization and dissemination of P&T documents, reports, and files, and by managing Interfolio. The Administrative Assistant supports the Speaker's Committee Chair by coordinating visit schedules, travel, and accommodations for visiting speakers. They support the Department Chair by coordinating the annual review and peer evaluation of instruction processes, maintaining activity reports for all faculty in the unit (tenure-track, associated, etc.). They coordinate faculty professional leave (FPL) and special assignment (SA) requests and prepares faculty teaching inventory reports in consultation with the department chair.

The Administrative Assistant prepares the semester course schedule for undergraduate and graduate degrees. They initiate requests for and compile teaching preferences, notify instructors of proposed teaching assignments, process on-line scheduling and input any changes to the course Master Schedule and University Bulletin, and serve as a liaison to the University scheduling office. They work with the Department Manager to analyze and assess administrative and operational functions, and assist with development, implementation, and management of these functions. They oversee special events and programs, such as the annual graduation event and various holiday parties and ensure coordination of details. They assist the department with large fiscal projects including hosting conferences and endowment spending. In support of the Department Manager, they oversee travel review for faculty and graduate students, reviewing spend authorizations and uploading documentation as needed. The Administrative Assistant composes donor gift letters and donor activity reports for the Chair and maintains department donor information for long- and short-term development goals and works in coordination with Advancement to coordinate activities, events, and reports. This role also maintains and distributes copier codes.

Minimum Education Required
High School Diploma or GED

Required Qualifications
4 years of relevant experience required

Desired Qualifications
Bachelor's Degree; Experience in a progressively responsible administrative capacity; demonstrable expertise in Excel, Word, and Outlook; excellent written and verbal communication skills and ability to maintain confidentiality; strong interpersonal skills; strong grasp of office protocols; proven problem-solving skills and ability to analyze complex information; detail oriented; demonstrated ability to successfully manage projects; proven organizational data management skills; knowledge of University policies, rules and regulations including those pertaining to P&T desired; experience in program planning, administration; experience with Doodle Polls, OneDrive, Teams, and Qualtrics; ability to work independently as well as in a team environment; evening and weekend hours may be required on rare occasions.

Additional Information:

The College of Arts and Sciences is the largest college and the academic heart of the university. The College hosts 81 majors. With 38 departments, 20+ world-class research centers, and more than 2,000 faculty and staff members, students have the unique opportunity to study with the best artists, scholars, and scientists in their field. The College values diversity and offers a supportive, open, and inclusive community. 

The target hiring range is $24.52 - $32.21 per hour. The offer for this position will fall within this range based on internal equity, unit's available budget, and the candidate's qualifications.

Location:Derby Hall (0025)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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