Administrative Assistant 4

The Ohio State University • Columbus, OH

1d • $25 - $32 • Onsite

About The Position

This position serves the Department of Biomedical Engineering (BME) by coordinating administrative functions of the department on behalf of the department chair; representing the department to other administrators and outside agencies; assisting the chair in administration, scheduling, and planning of appointment calendar and travel; managing all details of chair's travel, including coordination of national and international travel itineraries requiring independent decision making, coordination and prioritizing of the chair's schedule and commitments, and post-travel organization and reimbursements; preparing the schedule, agendas, communications, meeting minutes for the department Faculty and Staff meetings and other similar meetings (e.g., Advisory Board meetings); coordinating faculty and staff meetings with the chair; arranging campus visits for department guests (e.g., research seminar speakers, etc.) including travel, agenda preparation, visit coordination, and reimbursement; preparing department surveys and reports; serving on faculty search committees and reinforcing the importance of practices that support recruitment of a diverse, exceptionally well qualified faculty as needed; assisting with faculty professional leave, annual performance evaluation process for faculty and staff; assisting with visiting scholars; managing materials for faculty reappointment, college Promotion and Tenure (P&T), faculty onboarding and offboarding processes; management of the unit’s file storage system; preparing and distributing weekly announcements to the department; undertaking chair special projects; technology oversight for the department; overseeing BME listservs; supervising and providing work assignments to front desk student employees; serving on the professional development and recognition committee as the chair’s liaison.

Requirements

• High School Diploma or GED
• 4 years of experience working with event planning, internal communications, administrative support or related field

Nice To Haves

• Associate degree and/or 6 years of relevant experience including communications, event management, higher education administration
• Strong organizational, communications and interpersonal skills
• Proficiency with digital communication tools, intranet platforms, and email list management
• Ability to manage multiple priorities and work collaboratively across units

Responsibilities

• Coordinating administrative functions of the department on behalf of the department chair
• Representing the department to other administrators and outside agencies
• Assisting the chair in administration, scheduling, and planning of appointment calendar and travel
• Managing all details of chair's travel, including coordination of national and international travel itineraries requiring independent decision making, coordination and prioritizing of the chair's schedule and commitments, and post-travel organization and reimbursements
• Preparing the schedule, agendas, communications, meeting minutes for the department Faculty and Staff meetings and other similar meetings (e.g., Advisory Board meetings)
• Coordinating faculty and staff meetings with the chair
• Arranging campus visits for department guests (e.g., research seminar speakers, etc.) including travel, agenda preparation, visit coordination, and reimbursement
• Preparing department surveys and reports
• Serving on faculty search committees and reinforcing the importance of practices that support recruitment of a diverse, exceptionally well qualified faculty as needed
• Assisting with faculty professional leave, annual performance evaluation process for faculty and staff
• Assisting with visiting scholars
• Managing materials for faculty reappointment, college Promotion and Tenure (P&T), faculty onboarding and offboarding processes
• Management of the unit’s file storage system
• Preparing and distributing weekly announcements to the department
• Undertaking chair special projects
• Technology oversight for the department
• Overseeing BME listservs
• Supervising and providing work assignments to front desk student employees
• Serving on the professional development and recognition committee as the chair’s liaison

Benefits

• Background check
• Drug screen or physical may be required during the post offer process

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED