Administrative Associate

Ohio State University; Columbus (OH); On-site; USD 50,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, vision

Pension options

Job summary

The Ohio State University is seeking an Administrative Associate to support the Entomology department within FAES. The role provides executive and operational support to the Department Chair, managing calendars, meetings, and briefing materials while coordinating faculty recruitment and governance activities.

You will oversee day-to-day office operations, confidential personnel records, and financial processes, ensuring efficient workflows.

Qualifications

• High School diploma or GED.
• Bachelor’s or Associate degree in relevant field preferred.
• 4 years of relevant experience required.
• 6 or more years of relevant experience preferred, including expertise with university policies and procedures.

Responsibilities

• Serve as primary administrative support to the Department Chair including calendar management, meetings, and briefing materials.
• Coordinate faculty recruitment activities, candidate visits, interviews, and search committee logistics.
• Direct and coordinate day-to-day departmental operations and communications; handle confidential information and liaison duties.
• Manage financial processes, procurement, travel arrangements, and expense reporting in accordance with university policies.
• Represent the department on college and university committees and initiatives.

Skills

Professional discretion

MS Office proficiency

Communication skills

Attention to detail

Organizational skills

Team collaboration

Education

High School diploma or GED

Bachelor’s or Associate degree in relevant field preferred

Tools

MS Office Suite

Job description

Screen reader users may encounter difficulty with this site. For assistance with applying, please contact [e-mail] . If you have questions while submitting an application, please review these frequently asked questions .Current Employees and Students:If you are currently employed or enrolled as a student at The Ohio State University, please l og in to Workday to use the internal application process.Welcome to The Ohio State University's career site. We invite you to apply to positions of interest. In order to ensure your application is complete, you must complete the following:Ensure you have all necessary documents available when starting the application process. You can review the additional job description section on postings for documents that may be required.Prior to submitting your application, please review and update (if necessary) the information in your candidate profile as it will transfer to your application.Job Title:Administrative AssociateDepartment:FAES | Entomology-InterimServes 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.ResponsibilitiesExecutive and Administrative Leadership Suppor tServes 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.Faculty Affairs Suppor tCoordinates 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.Department Operations and Logistic sDirects 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.Financial Administration, Procurement, and Travel ManagementServes 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.College, University, and Professional ServiceRepresents 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.QualificationsHigh School diploma or GED. Bachelor’s or Associate degree in relevant field preferred. 4 years of relevant experience required. 6 or more years of relevant experience preferred, including expertise with Ohio State financial, facilities and access control systems or platforms and knowledge of university, and college policies and procedures.This position requires 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.Additional Information:This job profile is a Administrative Assistant 4 (T4 level) on the career roadmap.The offer for this position will fall within the positions pay range based on internal equity, unit’s available budget, and the candidate’s qualificationsThis position includes medical, dental, vision, and pension options.The full benefits can be viewed at the link below and inputting the information specific to the position. (i.e. staff, 100% FTE, & regular)https://hr.osu.edu/benefits/eligibilityLocation:Kottman Hall (0340)Position Type:RegularScheduled Hours:40Shift:First ShiftFinal 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.