Administrative Assistant

The Ohio State University; Columbus (OH); On-site; USD 40,000 - 53,000; Full time

Job summary

The Ohio State University seeks an Administrative Assistant to provide support for the Wexner Medical Center and College of Medicine. Responsibilities include scheduling, communication management, travel coordination, and maintaining donor records in a fast-paced environment. Ideal candidates will possess strong organizational and communication skills and be self-starters committed to contributing to a supportive Advancement team.

Qualifications

• At least one year of experience in an administrative support or customer service role.
• Experience in an academic medical center preferred.
• Knowledge of university organization and procedures is advantageous.

Responsibilities

• Provide administrative support including scheduling and coordinating travel.
• Handle sensitive inquiries and maintain donor records.
• Prepare reports and meeting materials as required.

Skills

Organizational skills

Verbal communication

Written communication

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Job description

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Job Title

Administrative Assistant

Department

Advancement | Development General

Position Overview

Working in support of the Wexner Medical Center and the College of Medicine Advancement team, the Administrative Assistant provides administrative support to the Executive Director of Development, and a team of development officers. Duties include reviewing, coordinating, maintaining and prioritizing complex schedules and meetings; proactively planning for meeting needs including agendas, briefings, and other written materials; arranging and coordinating travel plans including mileage; submitting reimbursements and other financial paperwork including requisition authorizations; screening and handling sensitive or complex inquiries; interfacing with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; 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.

The Administrative Assistant is expected to be a self-starter, 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 Advancement 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 Advancement 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.

About the Wexner Medical Center and the College of Medicine

One of the nation’s leading academic health centers, The Ohio State University Wexner Medical Center offers health care services in virtually every specialty and subspecialty in medicine. Thousands of patients come to us each month for treatments and services they can’t find anywhere else. Our clinical areas of distinctiveness are Cancer, Heart, Neurology, Transplantation, Diabetes, Musculoskeletal, Digestive Diseases and Critical Care. At Ohio State Wexner Medical Center, we’re driving breakthrough health care solutions to improve people’s lives.

For more than a century, The Ohio State University College of Medicine has been a leader in innovative programs, initiatives and curriculum. As one of the largest and most diverse academic medical centers in the country, we’ve trained more than 20,000 physicians and countless thousands of other affiliated health care professionals. Our college features 20 clinical departments, eight basic science departments and an outstanding School of Health and Rehabilitation Sciences offering undergraduate, masters and PhD programs.

Duties And Responsibilities

80%

Provides daily administrative support for the Wexner Medical Center & Health Sciences Advancement Team, including the College of Medicine and alumni engagement professionals; collaborates to understand philosophical approach and priorities; screens and handles incoming phone calls, email and correspondences; reviews, coordinates and maintains schedule of activities and calendar including all meetings, conferences, luncheons and other appointments; manages and processes confidential and sensitive correspondence; reviews and prioritizes incoming electronic and written mail; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; coordinates materials for briefings; anticipates, researches, and prepares materials for internal and external meetings; maintains and safeguards donor contribution records of a highly confidential nature; arranges and coordinates all travel plans including complex donor-centered activities and travel; prepares special reports relative to various phases of the Medical Center Development activities and programs.

10%

Researches and resolves issues and problems; assesses inquiries and concerns directed to the Advancement Team determining course of action and delegating to appropriate person to manage; uses substantial judgement and independent decision making; responds to routine inquiries from donors and staff; serves as liaison to key university and medical center officials; provides information to major donors, high-level volunteers, university and medical center officials and administrators, faculty, staff, visitors and general public; prepares and submits reimbursement of expenses; Conveys directives and sensitive information as appropriate; Collects, compiles, analyzes, develops and summarizes statistical data and reports.

10%

Performs other duties as assigned.

Required Qualifications

• One (1) year experience in an administrative support or customer service role.
  
  

Desired Qualifications (We’re committed to building a team that reflects a variety of skills and experiences and encourage you to apply even if your experience does not align perfectly)

• 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.
• One (1) year of Microsoft Office experience, with emphasis on Outlook and excel.
• Previous experience working in an Advancement setting.
• Previous experience working with Workday.
  
  

The Office of Advancement is committed to providing tools and resources for you to learn our business, proprietary databases, university-specific processes, and advancement practices.

You Need to Know

Aside from the unparalleled benefits of working for The Ohio State University and working in the vibrant, smart, enjoyable, and growing city of Columbus, Ohio, this opportunity will provide exceptional rewards that arise from working for an institution doing worldwide life-changing teaching and research. Learn more here: https://hr.osu.edu/careers/.

In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as a standby position.

Additional Information

To learn more about the Office of Advancement, please visit advancement.osu.edu.

The budget for this position is $20.50.The offer for this position will fall within this range based on internal equity, unit's available budget, and the candidate's qualifications.

Function: Business Planning & Operations

Subfunction: Administrative Assistance

Career Band: Individual Contributor – Technical

Career Level: T2

Location:

University Square North (1031)

Position Type

Regular

Scheduled Hours

40

Shift

First Shift

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions.

The university is an equal opportunity employer, including veterans and disability.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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