Administrative Assistant

The Ohio State University•Columbus, OH

4d•Onsite

About The Position

Under the supervision of the Department Manager, the Administrative Assistant will provide primary support for events, travel, and purchasing functions of the Department of Classics. The Administrative Assistant will be responsible for coordinating department in person events and virtual events using Zoom. This includes booking flights and lodging for guest speakers, booking meeting rooms, making catering arrangements, organizing and troubleshooting basic event AV/Technology issues, and processing event expenditures. The Administrative Assistant will work with OSU’s contracted travel agency to book flights and lodging for faculty, graduate students, and guests. In addition, the Administrative Assistant will obtain approval for travel, manage travel documentation, prepare trip itineraries, and process travel reimbursements. Furthermore, the Administrative Assistant will communicate with international Visiting Scholars to collect necessary documentations to submit visa requests to OSU HR Global Services. The Administrative Assistant will order supplies, services, and process payments and reimbursements. This will include contacting vendors to obtain the necessary documentation to submit orders and working with the university offices of Accounts Payable, Purchasing, and Travel to resolve procurement, payment, and reimbursement issues. The Administrative Assistant will be responsible for the department's marketing and communication activities. This includes creating brochures using PowerPoint, creating newsletters in Mailchimp, posting information on the department website, and social media accounts. The Administrative Assistant will provide front desk customer services in person and over the phone. This includes answering inquiries, maintaining directory information, and updating the department calendar. Furthermore, the Administrative Assistant will provide basic tech support to faculty and submit IT tickets.

Requirements

A minimum of one (1) year of relevant experience.
Using computers to generate a variety of materials ranging from basic to complex.
Knowledge of office practices and procedures.
Customer service experience.

Responsibilities

Coordinate department in person and virtual events using Zoom.
Book flights and lodging for guest speakers, faculty, graduate students, and guests.
Book meeting rooms and make catering arrangements.
Organize and troubleshoot basic event AV/Technology issues.
Process event expenditures, payments, and reimbursements.
Communicate with international Visiting Scholars to collect necessary documentation for visa requests.
Order supplies and services.
Contact vendors to obtain necessary documentation for orders.
Work with university offices (Accounts Payable, Purchasing, Travel) to resolve procurement, payment, and reimbursement issues.
Create brochures using PowerPoint.
Create newsletters in Mailchimp.
Post information on the department website and social media accounts.
Provide front desk customer service in person and over the phone.
Answer inquiries, maintain directory information, and update the department calendar.
Provide basic tech support to faculty and submit IT tickets.