Administrative Assistant 3 - Institute of Brain, Behavior and Immunology

The Ohio State University

3d•Onsite

About The Position

The Administrative Assistant 3 serves as the Assistant to the Director of the Institute of Brain, Behavior and Immunology (IBBI), which researches communication between the mind and the central nervous and immune systems. The role manages the Director’s Office and institute administrative operations, handles confidential matters, addresses inquiries, compiles information and reports, and tracks institute commitments, projects, achievements, and milestones. It also coordinates institute communications and marketing, events, faculty recruitment, member engagement, and administrative operations for a five-story building. The position initiates purchases, reconciles university PCard transactions, and arranges travel and expense documentation. In-office presence is required, with the potential for some flexibility. The position is regular, scheduled for 40 hours, and works first shift.

Requirements

High school graduate or equivalent, or equivalent education/experience.
Six months of experience (or 600 hours of coursework or training) in customer service or communications, including researching, analyzing, and interpreting information.
Six months of experience (or 600 hours of training) operating spreadsheet, publication, and/or presentation software and related computer equipment.
In-office presence is required, with the potential for some flexibility.
Successful completion of a background check.
A pre-employment physical, including a drug screen, may be required.

Nice To Haves

Bachelor’s degree preferred.
Administrative experience in academic medicine is strongly preferred.
Administrative experience in Infectious Diseases is strongly preferred.
Experience using Ohio State University financial and human resource systems is desired.

Responsibilities

Coordinate and manage the daily administrative functions of the Director’s Office, including calendar management, competing priorities, appointments, and scheduling requests.
Identify and resolve administrative and operational problems; research and summarize information to support decision-making and strategic planning; and monitor strategic initiatives, deadlines, and deliverables.
Handle confidential matters; screen and coordinate the Director’s information, correspondence, and mail; respond independently to routine correspondence; and follow up on requested information and documents.
Compile information for complex institute reports; provide guidance to the Director and IBBI faculty; assess inquiries and concerns, determine appropriate action, and delegate matters.
Develop and maintain administrative processes, procedures, templates, tracking systems, institute records, shared files, contact lists, and distribution lists.
Track internal and external IBBI commitments, projects, achievements, and milestones; coordinate high-level meetings; record, transcribe, and distribute meeting minutes; and prepare and distribute correspondence, reports, and agendas.
Complete special projects and other assigned duties.
Plan and oversee institute events, symposia, conferences, outreach events, faculty recruitment, member meetings, seminars, and recurring research programming.
Coordinate event logistics, including registration, venues, catering, audiovisual equipment, presentation materials, and evaluations; maintain event registration, attendance, abstract-submission, and evaluation records.
Develop schedules and itineraries for multi-day guest visits; coordinate meetings and related activities; track faculty and trainee availability and participation; and serve as the primary contact for invited speakers and faculty candidates.
Prepare and distribute event- and recruitment-related correspondence, including invitations and itineraries; coordinate the IBBI membership program and its records, communications, applications, renewals, and engagement activities.
Coordinate institute marketing and communications; update and maintain the Institute’s website, including designing and creating content and media.
Coordinate operations for the five-story building, including building access and scheduling and access to conference rooms and shared spaces; maintain records about occupants, office assignments, access, and shared resources.
Sort and distribute mail; address building inquiries and concerns; communicate issues to facilities managers and institute members; communicate procedures, service interruptions, safety information, and access updates; audit shared research equipment; and liaise with Facilities Operations and Development, delivery personnel, and custodial staff.
Initiate and coordinate purchases of supplies, equipment, services, catering, and event materials; use and reconcile the university PCard and maintain required supporting documentation.
Obtain vendor quotes, place orders, and resolve billing or delivery issues while ensuring compliance with university purchasing and documentation requirements.
Coordinate travel arrangements, reimbursements, and expense documentation for the Director, invited speakers, and faculty candidates, including transportation and lodging.