Administrative Assistant, James Cancer Hospital

The Ohio State University • Columbus, OH

1d • Onsite

About The Position

The Administrative Assistant for The James provides administrative support to five (+ or -) development officers at the James Cancer Hospital. Duties include, reviewing, coordinating and maintaining complex schedules and visits; proactively planning for meeting needs including agendas, briefings and other written materials; arranging and coordinating travel plans; submitting reimbursements and other financial paperwork; screening and handling sensitive or complex inquiries; interfacing with a variety of people including major donors, volunteers and university leadership, faculty and staff; creating and maintaining reports and records; typing technical and/or confidential materials; recording and transcribing minutes; maintaining and safeguarding donor contribution records of a highly confidential nature. Assisting with stewardship related work as needed/directed by the development officer. The office associate is expected to have excellent organizational, written and verbal communication skills and the ability to work as a part of a team in a fast-paced, strategic environment. All members of External Affairs are part of creating a culture that inspires an exceptionally multifaceted and talented team and are expected to exhibit The Ohio State University’s Shared Values. The Office of External Affairs is committed to acting with kindness, respect, and integrity at all times and welcoming our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.

Requirements

• One (1) year experience in an administrative support or customer service role.
• One (1) year of Microsoft Office experience, with emphasis on Outlook and excel.

Nice To Haves

• Bachelor’s degree or an equivalent combination of education and experience.
• One (1) year experience working in an academic medical center with knowledge of university and/or Medical Center organization and procedures.
• Progressively responsible administrative experience.
• Previous experience working in an Advancement setting.
• Previous experience working with Workday.
• Proficiency with Canva

Responsibilities

• Manages all aspects of development officer calendars and assists with timely, ongoing email responses with prospects and colleagues utilizing Microsoft Outlook.
• Utilizes the university’s fiscal and travel systems to procure necessary materials.
• Processes fiscal reimbursements and travel documents for development officers.
• Organizes, prints, sends mailings as needed.
• Provides support for a portion of The Ohio State University James Cancer Hospital and Solove Research Institute Development Team focusing on cancer fundraising.
• Acts as a liaison between James/CCC physicians and development officers focused on increasing the philanthropic support of the treatment and research of cancers.
• Assists the development officers with their needs related to facilitating strategic interactions and relationship development with major gift prospects and donors.
• Helps to coordinate opportunities (including tours, meetings, and events) that connect and deepen the relationship of these prospects/donors with James/CCC leadership and the cancer program overall.
• Partners with physician assistants and development colleagues in creating and preparing presentation materials.
• Coordinates grateful patient mailings in concert with the development officers and partnering physicians.
• Assists with the distribution of follow-up correspondence and execution of next steps for the engagement of major gift prospects, at the direction of development officers.
• Assists with stewardship related work as needed/directed by the development officers.
• Performs other duties as assigned.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree