• Job Description

  Req#: R101381

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  Job Title:

  Administrative Assistant

  Department:

  ERIK | Translational Data Analytics

  The Administrative Assistant is an expert individual contributor whose work will provide administrative support and executive assistance for a portfolio of research grants, centers, and institutes, that are overseen by the faculty director of the Translational Data Analytics Institute (TDAI). This is a high-profile position, as they will often be the first representative of the director and grant-related leadership teams with whom both internal colleagues and external partners will interface. This position will spend 50% time supporting TDAI and 50% supporting the Imageomics Institute and the ABC Global Climate Center. Responsibilities for the position are highlighted below.

  Project and Program Coordination: This role will function as a project and program coordinator, offering elevated administrative and strategic assistance to TDAI, Imageomics Institute, and ABC Global Climate Center. Under the guidance of the TDAI faculty director and Imageomics Institute program manager, the individual in this position will coordinate administrative tasks and support the leadership teams, as well as various personnel, in the successful execution of projects aimed at effectively communicating identified research outcomes both internally and externally. This individual will be responsible for coordinating and efficiently managing calendars for, Imageomics Institute and ABC Center’s events and meetings. They will support the program manager in event coordination and community-building initiatives for Imageomics Institute and ABC Center, ensuring the collection and submission of documentation for administrative processes and systems, including the reimbursement process for organizational travel and event activities, in adherence to department procedures and Departmental and University policies. The role involves establishing procedures and work processes aligned with customer service standards, providing operational support to center and institute programs, and aiding in the coordination of national and international travel itineraries with independent decision-making. Additionally, responsibilities include organizing and maintaining institutional data and lists for Imageomics and ABC Center, as well as performing general administrative and clerical duties. This position will assist with project coordination for all three entities by managing, organizing, and storing deliverables from research, education and operations projects so they can be easily accessed and referenced. They will attend all TDAI, Imageomics, and ABC Center standing group meetings (e.g., team, advisory boards). For these meetings, they will take the initiative to schedule, prepare agendas, record meeting minutes, and track action items.

  Executive Assistance: This role will also serve as Executive Assistant to the TDAI faculty director, functioning as the principal link connecting the director with the campus community (including university administrators, TDAI core faculty and affiliates, college deans, and department chairs). Additionally, it involves facilitating communication with external partners from other universities, industry, and government agencies, primarily through the management of an extensive portfolio of research grants, centers, and institutes. The incumbent will provide executive level administrative support to the director, and in this capacity will manage information of a highly sensitive nature while maintaining confidentiality and exercising sound judgment. They will oversee scheduling and coordination of all meetings for the director’s extensive calendar and will assess level of priority in determining urgency. They will make travel arrangements, develop travel itineraries, and process reimbursements for the director. They will oversee coordination of administrative tasks for the directors’ expansive research portfolio, including coordination of research lab activities, graduate students, and postdocs.

  Responsibilities:

  45 % Project and Program Coordination

  • Coordinates complex event and meeting calendars for Imageomics Institute and ABC Global Center.

  • Assists in the collection, maintenance, and organization of institutional data within digital document filing systems.
  • Assists in coordination of national and international travel itineraries requiring independent decision making.
  • Manages the processing of expense reimbursements related to travel and events for the center/institute following Departmental and University policies.
  • Schedule, prepare agendas, record meeting minutes and track action items for Institute group meetings, including: weekly staff meetings, monthly Leadership Team meetings, quarterly Internal Advisory Board meetings and quarterly External Advisory Board meetings; including any internal or external meetings that include TDAI faculty director.

  35% Executive Assistance

  • Provides high level customer service to internal collaborators and external partners.
  • Offers high-level executive support to the TDAI faculty director, handling tasks such as scheduling and coordinating meetings and overseeing all aspects of the director's travel, both within and beyond their role within TDAI.
  • Manages research administration activities of the director, including coordinating lab meetings, lab space needs, and travel and purchasing support for students and post docs.

  15 % Event Coordination

  • Identifies and collaborates with key personnel to carry out event functions, (e.g., purchasing, travel, equipment set-up, technology needs, etc.).
  • Provides logistical and administrative support for programmatic activities and events; effectively manages set-up, vendor contracting, support, and successful execution of each event.
  • Manages correspondence, room reservations, and calendar invitations.
  • Tracks RSVP responses and maintains attendee lists.
  • Assists with the creation of meeting agendas, nametags, and other meeting materials.
  • Assists with presentation materials.

  5%: Duties as assigned.

  Qualifications Required:

  • At least 2 years of relevant experience
  • Demonstrated excellence with written and oral communication.
  • Experience managing complex schedules and travel arrangements.
  • Excellent organizational and time management skills.
  • High level working knowledge and experience using Microsoft Office Suite and virtual meeting platforms.
  • Excellent customer service and interpersonal skills with the capacity to relate to diverse constituencies and build relationships.

  Qualifications Desired:

  • At least 4-6 years of professional working experience.
  • Project management experience preferred.
  • 2-3 years of experience in higher education.
  • Experience with OSU systems (such as WorkDay, eRequest and eTravel) a plus.

  Education Required: High School diploma or GED. Certification or vocational training may be required.

  Education Desired: Associates Degree – Field of Study: Business Administration or other relevant field.

  Position Mapping:

  Function: Business Planning and Operations

  Subfunction: Administrative Assistance

  Career band and Level: T3

  Additional Information:

  The pay range for this job profile is $ 20.53 - $27.36 . The offer for this position will fall within this range based on multiple factors including internal equity, unit’s available budget, and the candidate’s qualifications.”

  We strongly encourage that applicants submit both a resume and a cover letter.

  Employees are provided several flexible work schedule and location options aligned with U.S. Eastern Time Zone including an option for remote. All employees are provided university-configured equipment and supportive technology tools. Employees are required to provide reliable internet access and home office furnishings for approved remote work locations.”

  Location:

  Pomerene Hall (0067)

  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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