Stone Laboratory Office Assistant

The Ohio State University

1d • Onsite

About The Position

Under the direct supervision of the Stone Lab Business Office Manager, serves as the Stone Laboratory Office Assistant; assists with a variety of responsibilities as it relates to business and operational needs of Stone Lab, including but not limited to: providing guidance and support to faculty, staff and visitors; reviews and supports the coordination of scheduling and planning for field trip groups, college course field trips, conference groups, tours and research activities at Stone Lab which may involve research vessels, captains, instructors, classroom or research building use as well as housing and dining services; provides exceptional customer service in all aspects including greets visitors in person, answers phones, responds to emails and provides general Stone Laboratory information; a works with the Stone Laboratory Dining & Residence Lead on housing placement of Stone Lab staff, researchers, faculty, students and guests; monitors accounts payable submittance for OSU compliance within Workday system; assists with Stone Laboratory procurement, including entering requisitions for purchase orders, logging purchasing card purchases and reconciling transactions according to university policies and procedures; focuses efforts towards completion of monthly reconciliation checklist; prepares, processes and documents cash deposit activities for Stone Laboratory; supports the business office with publishing apparel, merchandise, conferences, special events and workshops on Stone Lab’s “Shop on the Rock” Nelnet online store and acquires the skills to maintain the functions and operations of, as well as reporting out as needed; shares the responsibility for following and training staff regarding university cash handling policies and procedures; serves as co‐lead regarding cash register transactions; refers to managers as needed for resolution if outside of guidelines; assists with clerical, data entry, fiscal and reporting procedures; performs general office duties including copying, printing, scanning, and distribution of documents as needed; monitors and tracks apparel and merchandise inventory and makes available to Columbus Business Office; produces and analyzes data for annual reporting as instructed; maintains vehicle records and mileage logs; works closely with staff and faculty regarding vehicle needs and use; works/assists with Columbus Business Office as needed; assists other Stone Laboratory staff to ensure optimal operation of all Stone Laboratory operations; attends and participates in meetings, records and transcribes minutes of meetings and disseminates information as needed; performs other duties as assigned. Position is a Regular, seasonal appointment that will last from April to late November (flexible beginning and end dates). This is an in-person position working primarily out of the Bayview office located at Put‐In‐Bay, Ohio. Traveling to Columbus may be necessary occasionally.

Requirements

• High School diploma or GED. Certification or vocational training may be preferred.
• 1 year of relevant experience required. 2-4 years of relevant experience preferred.
• Experience in a business office setting and in an administrative role
• Strong customer service skills
• Strong work ethic
• Demonstrates the ability to adapt to changing situations
• Ability to multitask
• Ability to work independently
• Excellent computer skills in Microsoft Word, Access, and Excel.
• Valid diver's license.

Nice To Haves

• Experience with Workday
• Accounts receivable and accounting experience with university financials and procurement procedures
• Knowledge of and experience with inventory tracking, hands-on experience with cash handling, cash register use and credit card sales processing
• Knowledge of university policies and procedures
• Knowledge of the Put‐In‐Bay and Lake Erie area

Responsibilities

• Provides guidance and support to faculty, staff and visitors
• Reviews and supports the coordination of scheduling and planning for field trip groups, college course field trips, conference groups, tours and research activities at Stone Lab which may involve research vessels, captains, instructors, classroom or research building use as well as housing and dining services
• Provides exceptional customer service in all aspects including greets visitors in person, answers phones, responds to emails and provides general Stone Laboratory information
• Works with the Stone Laboratory Dining & Residence Lead on housing placement of Stone Lab staff, researchers, faculty, students and guests
• Monitors accounts payable submittance for OSU compliance within Workday system
• Assists with Stone Laboratory procurement, including entering requisitions for purchase orders, logging purchasing card purchases and reconciling transactions according to university policies and procedures
• Focuses efforts towards completion of monthly reconciliation checklist
• Prepares, processes and documents cash deposit activities for Stone Laboratory
• Supports the business office with publishing apparel, merchandise, conferences, special events and workshops on Stone Lab’s “Shop on the Rock” Nelnet online store and acquires the skills to maintain the functions and operations of, as well as reporting out as needed
• Shares the responsibility for following and training staff regarding university cash handling policies and procedures
• Serves as co‐lead regarding cash register transactions
• Assists with clerical, data entry, fiscal and reporting procedures
• Performs general office duties including copying, printing, scanning, and distribution of documents as needed
• Monitors and tracks apparel and merchandise inventory and makes available to Columbus Business Office
• Produces and analyzes data for annual reporting as instructed
• Maintains vehicle records and mileage logs
• Works closely with staff and faculty regarding vehicle needs and use
• Works/assists with Columbus Business Office as needed
• Assists other Stone Laboratory staff to ensure optimal operation of all Stone Laboratory operations
• Attends and participates in meetings, records and transcribes minutes of meetings and disseminates information as needed
• Performs other duties as assigned

Benefits

• Eligible Ohio State employees receive comprehensive benefits packages, including medical, dental and vision insurance, tuition assistance for employees and their dependents, and state or alternative retirement options with competitive employer contributions.

What This Job Offers

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