• Job Description

  Req#: R118984

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  Job Title:

  Administrative Assistant 4

  Department:

  FAES | Agriculture Communication Education and Leadership

  Assists in the administrative management of the department and provides general office support to the department chair; initiates and develops administrative procedures; independently responds to inquiries regarding administrative matters and resolves problems on behalf of the chair; serves as liaison between the college and department and with internal and external stakeholders; conveys and communicates directives to department faculty, staff and students; prepares administrative reports requiring thorough knowledge of departmental policies and programs; analyzes information and prepares complex reports; drafts and prepares confidential and routine letters, correspondence and documents; assists chair in the coordination of departmental Promotion and Tenure process and preparation of documents for college review; develops annual and quarterly schedule of classes; manages office functions and supervises office staff and student employees; oversees maintenance of department files and records; makes appointments, coordinates departmental meetings and special events; orders supplies; oversees equipment inventory and maintenance and manages and assigns keys; works with Shared Business Center staff to ensure accurate and timely processing of fiscal and HR transactions for department; manages departmental procurement cards; assists with gathering departmental timekeeping information and may assist with data entry.

  Department Chair Support :

  • Provides front-line engagement with students, alumni, and public
  • Assists in the administrative management of the department and provides general office support to the department chair – includes managing the department chair’s calendar
  • Coordinates department chair’s travel
  • Drafts and prepares confidential and routine letters, correspondence and documents
  • Makes appointments, coordinates departmental meetings, provides logistical support for departmental special events
  • Coordinates reservations of classrooms and conference room

  Office Manager :

  • Initiates, develops, and documents administrative procedures
  • Independently responds to inquiries regarding administrative matters and resolves problems on behalf of the chair
  • Serves as liaison between the college and department and with internal and external administrators and their support staff
  • Conveys and communicates directives to department faculty, staff, and students
  • Prepares administrative reports requiring thorough knowledge of departmental policies and programs including analyzing and synthesizing complex information
  • Assists chair in the coordination of departmental faculty Promotion and Tenure process and preparation of documents for college review
  • Develops annual schedule of classes and conveys scheduling details to college and university authorities
  • Maintains departmental course syllabi and coordinates exam scheduling

  Supervision and Oversight :

  • Supervises one direct report office associate, providing training, onboarding, and performance review
  • Supervises student employees – including hiring and training 3-4 per year
  • Oversees maintenance of department files and records
  • Oversees departmental equipment inventory and maintenance – including managing disposal of surplus equipment as needed
  • Manages and assigns keys along with card swipe entry access
  • Maintains inventory and orders office supplies
  • Provides backup support for departmental travel processes and OSU Leadership Center administrative support as needed

  Business Processes :

  • Manages departmental procurement cards including initiating spend authorizations, completing purchase transactions, and reconciling charges to appropriate accounts
  • Works with Shared Business Center staff to ensure accurate and timely processing of fiscal and HR transactions for department
  • Assists with gathering departmental timekeeping information and may assist with data entry

  Minimum Education Required

  High School Diploma or GED

  Required Qualifications

  • 4 years of relevant experience required.
  • Ability to work independently
  • Excellent verbal and written communication skill
  • Possesses strengths in decision-making initiative while also verifying decisions align with broader departmental goals and department chair intentions
  • Proficiency with Microsoft Office software

  Desired Qualifications

  • 6 or more years of relevant experience preferred.
  • Significant office experience and customer service experience
  • Management or supervisory experience
  • Knowledge of University policies and procedures
  • Prior experience with Workday management platform

  Additional Information:

  Location:

  Agricultural Administration (0003)

  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 Ohio State University is an equal opportunity employer.

  All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability, ethnicity, gender identity or expression, genetic information, HIV/AIDS status, military status, national origin, race, religion, sex, gender, sexual orientation, pregnancy, protected veteran status, or any other basis under the law.

  Applicants are encouraged to complete and submit the Equal Employment Identification form.

• About the company

  The Ohio State University, commonly Ohio State or OSU, is a public land-grant research university in Columbus, Ohio.

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