Project Coordinator/Executive Assistant

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Job Title:

Project Coordinator/Executive Assistant

Department:

Health Sciences Clinical and Translational Science Institute

The Clinical and Translational Science Institute (CTSI) at The Ohio State University is seeking to fill a new staff position as Project Coordinator /Executive Assistant. This position is a high-profile position for CTSI, as they will often be the first representative of the Institute with whom both internal colleagues and external partners will interface.

Responsibilities for the position are highlighted below.

Project Coordination: This position will serve as a project coordinator for the Institute, working closely with members of the team to track progress on all CTSI-led projects in areas of research, education and operations. The position will ensure that projects are appropriately staffed and resourced and will notify the managing director if adjustments in scope, budget or schedule are needed. They will also manage, organize and store deliverables from these projects so they can be easily accessed and referenced. They will attend all CTSI standing group meetings (e.g., workgroup, team, advisory boards). For these meetings, they will take the initiative to schedule, prepare agendas, record meeting minutes and track action items. This position will be involved in the coordination and support of the Education Programs for the CTSI. This will include updating and tracking publications and databases. Managing invitations and registration for various CTSI events, workshops, Lunch and Learns, seminars, and standing meetings for trainees and the education teams as required. They will also serve as the project manager for all interactions with the CTSI External Advisory Board (EAB), including working with them to identify meeting dates, booking travel accommodations and relevant reimbursement and honorarium payments, serving as liaison with the EAB Board Chair for generation and finalization of the EAB report.

Executive Assistance: This position will serve as the Executive Assistant to the CTSI faculty director, acting as the primary liaison between the faculty director and the campus community (e.g., university administrators, CTSI core faculty and affiliates, college deans, department chairs), as well as external partners from other universities, industry and government agencies. They will provide executive level administrative support to the CTSI faculty 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 CTSI faculty 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 faculty director and other CTSI leadership. Inquiries and concerns directed to CTSI will be reviewed by the EA/PC, and they will work with the CTSI managing director to determine course of action and delegate appropriately.

Other responsibilities include the following: manages and distributes all incoming mail, supplies, equipment and miscellaneous packages which includes oversees and maintains inventory of office supplies and equipment, submits purchase orders and other Workday entries; develops and prepares presentations and spreadsheets; prepares, submits, and monitors travel requests; manages special projects and events as requested; other duties as assigned.

REQUIRED MINUMUM EXPERIENCE

0-2 years of experience

REQUIRED MINIMUM EDUCATION

Bachelor’s Degree – Field of Study: Business administration (preferred) or other relevant field

DESIRED MINIMUM EDUCATION

Master’s Degree – Field of Study: Business administration (preferred)

Additional Information:

Location:

Prior Hall (0302)

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.

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