Administrative Assistant

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Job Title:

Administrative Assistant

Department:

Advancement Development Student and Scholarships

Position Overview

The Administrative Assistant for the Scholarship and Student Support (SaSS) team is responsible for providing professional front-line support for the Executive Director and development officers. They review, coordinate, maintain and prioritize complex schedules and visits; proactively plan for meeting needs including agendas, briefings, and other written materials and execute logistics for in-person and virtual meetings and events; arranges and coordinates travel plans; submits reimbursements and other financial paperwork; and screens and handles sensitive, confidential and/or complex inquiries.

This position interfaces with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; creates and maintains reports and records; types technical and/or confidential materials; records and transcribes minutes; and maintains and safeguards donor contribution records of a highly confidential nature. Proficiency in MS Office products and the ability to work in an environment where priorities can shift on a regular basis is expected. The Administrative Assistant performs regular upkeep for the physical office for the team, including ordering and organizing supplies, copying, preparation of donor materials and folders, and other office tasks.

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.

Duties and Responsibilities

70%

Provides daily administrative support to include: collaborates with development officers and staff to understand philosophical approach and priorities; assists with email and correspondences; reviews, coordinates and maintains schedule of activities and calendar; manages and processes confidential and sensitive correspondence and gift acknowledgment letters; reviews and prioritizes incoming electronic and written mail; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; executes virtual and in-person meeting and event logistics, coordinates materials for and creates briefings; anticipates, researches, and prepares materials for internal and external meetings; arranges and coordinates all travel plans for the SaSS team, including complex donor-centered activities and travel; and prepares and submits reimbursement of expenses, adhering to established financial policies and procedures.

20%

Prepares and coordinates results and data from prospect research for appropriate team members as needed for portfolios. Coordinates a tracking system for key contacts, endowment reporting and other donor touch points during the year. Coordinates stewardship and solicitation plans for top 50 donors and data searches with predetermined criteria. Implements data search process to ensure accuracy and creates criteria templates to maintain consistency. Generates routine reports to track fundraising activity.

5%

Manages, maintains and updates constituent information within The Advancement System (TAS); tracks prospect assignments, solicitation plans, cultivation visits and stewardship activities; provides research and reports for queries to assist development officers; and maintains and safeguards donor contribution records of a highly confidential nature.

5%

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

2+ year of administrative support experience.

Demonstrated success planning meetings/events.

Experience working with senior leadership.

Proficiency in customer relationship management systems (CRM).

Customer service experience in a complex environment.

Proven project coordination skills.

Proficient in Microsoft Office suite.

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:

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 up to $19.59 per hour. The offer for this position will be based on internal equity and the candidate's qualifications.

Function: Business Planning and Operations

Sub-function: 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.

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