Administrative Assistant 4

The Ohio State University•Columbus, OH

2d•$25 - $32•Onsite

About The Position

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 Administrative Assistant 4 supports and assists the Department of Speech and Hearing 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, including maintaining the department’s email listserves. They represent the department to other administrators, university leadership and the community-at-large. The Administrative Assistant 4 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 4 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 oversee consistency and currency of department documents and records. 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 4 serves as program manager for the department’s continuing education Summer Bridge Program; maintains faculty vita and faculty activity reports; maintains repositories for course syllabi; prepares reports for both internal and external use. The Administrative Assistant 4 coordinates 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 and prepare faculty teaching inventory reports in consultation with the Department Chair. The Administrative Assistant 4 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 schedule the use of classroom and meeting spaces controlled by the department. They work with the Department Manager to analyze and assess administrative and operational functions, and assist with development, implementation, and management of these functions. 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 serves as Building Coordinator for Pressey Hall and is the point of contact for faculty and staff when they have concerns about building maintenance and custodial services. The Assistant to the Chair is also key manager for department and performs related and/or additional job duties as required. They are also the face of the department to outside guests or visitors to the building, helping them to find the office, clinic, or research lab they are there to visit.

Requirements

High School Diploma or GED
4 years of relevant experience required.

Nice To Haves

6-8 years of experience in a senior administrative position in an academic department, teaching hospital or clinic setting desired.
Bachelor’s Degree desired
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.

Benefits

Medical, dental and vision coverage, with Ohio State paying a significant portion of the cost.
Paid time off, including sick and vacation time and 11 holidays.
State retirement plan or an alternative retirement plan, both with generous employer contributions.

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume