Administrative Associate

The Ohio State University•Columbus, OH

2d•Onsite

About The Position

Serves as the principal administrative and operational support professional for the Department Chair and Department of Entomology. Operates with a high degree of independence, judgment, discretion, and professionalism while managing executive support functions, departmental operations, faculty affairs, communications, financial processes, facilities coordination, and strategic initiatives. Acts as a trusted advisor to the Department Chair on administrative, operational, personnel, and policy matters. Ensures efficient day-to-day departmental operations; supports faculty, staff, students, and external stakeholders; manages confidential information; and serves as a key liaison between the department and university, college, and external constituencies.

Requirements

High School diploma or GED.
4 years of relevant experience required.
professional discretion and ethical decision-making
a high degree of proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint
exceptional written and verbal communication ability and interpersonal skills with ability to work effectively with diverse populations
strong attention to detail, organizational effectiveness and follow-through
ability to anticipate needs and priorities
be able to contribute to a positive team-focused and high-paced environment

Nice To Haves

Bachelor's or Associate degree in relevant field preferred.
6 or more years of relevant experience preferred
expertise with Ohio State financial, facilities and access control systems or platforms
knowledge of university, and college policies and procedures

Responsibilities

Serves as primary administrative support to the Department Chair including management of Chair's calendar, scheduling priorities, meetings, and commitments; advises the Chair regarding university and college policies, procedures, deadlines, and administrative requirements; assists with Chair’s correspondence, and preparation of reports, meeting agendas, presentations, and briefing materials; coordinates faculty meetings, leadership meetings, retreats, and planning sessions; collects, organizes, and prepares information for annual reports and college requests; monitors deadlines and ensures compliance with university and college requirements; serves as liaison between the Chair and faculty, staff, students, college leadership, and external stakeholders; anticipates issues and recommends solutions to support departmental priorities; represents the Chair and department in interactions with university offices and constituents.
Coordinates faculty recruitment activities, candidate visits, interviews, and search committee logistics; supports faculty appointments, annual reviews, promotion and tenure committee and processes; supports faculty committees as assigned and faculty governance activities; coordinates faculty voting processes and communications; assists with onboarding and offboarding of faculty and staff; maintains confidential personnel records and faculty-related documentation.
Directs and coordinates day-to-day administrative operations of the departmental office; serves as the primary point of contact for departmental inquiries and visitors; draft and distribute departmental communications, announcements, and informational materials to ensure consistent and professional communication on behalf of the department; coordinates departmental projects, retreats, recognition events and special assignments, including meeting logistics, room reservations, and event communications; identifies opportunities to improve departmental processes and operational efficiency; manages building and laboratory access authorization processes; serves as Building Coordinator or backup Building Coordinator; coordinates facility maintenance requests and operational issues; oversees office space management, supplies, and equipment needs; serves as liaison with CFAES Operations and Facilities personnel.
Serves as departmental Procurement Card Manager; processes and monitors purchases, reimbursements, travel authorizations, and expense reports; ensures compliance with university purchasing and fiscal policies; coordinates travel arrangements and reimbursements for faculty, staff, and visitors, as assigned; serves as a resource regarding financial and purchasing procedures.
Represents the department on college and university committees; serves on CFAES Staff Advisory Committee and other administrative councils as assigned; participates in departmental, college, and university-wide initiatives; supports outreach, engagement, and relationship-building efforts that advance departmental goals.