Administrative Assistant to the Deans

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Job Title:

Administrative Assistant to the Deans

Department:

John Glenn Office of the Dean

The administrative assistant 3 provides a broad range of administrative and clerical support functions for the Assistant Dean for Students and Instruction, the Associate Dean for Faculty and Research, the Associate Dean for Curriculum, the Chief Administrative Officer, and the Executive Assistant to the Dean of The John Glenn College of Public Affairs; assists in scheduling, proactive calendaring, and travel and purchase requests; acts as a representative of the College to greet guests, alumni, students, faculty and staff visitors to the Deans' offices; reports to and provides support for the Executive Assistant to the Dean; provides a professional and warm introduction to the College and fosters relationships with a variety of stakeholders through prompt and friendly responses to inquiries and ongoing communication; maintains discretion when organizing confidential information and communicating it to select individuals; attends meetings when necessary and maintains records of various documents; composes correspondence, enters data, creates and manages surveys, aids with process improvement, and generates reports upon request; acts in accordance with University and College policies and procedures; performs other duties as assigned.

Calendar and Meeting Management (Deans and CAO)

Proactively manage complex and dynamic calendars for the Assistant Dean for Students and Instruction, Associate Dean for Curriculum, Associate Dean for Faculty and Research, and Chief Administrative Officer.

Monitor and adjust calendar priorities based on leadership needs and institutional timelines.

Ensure timely communication and reminders related to scheduling and meeting prep.

Schedule and coordinate a variety of meetings, events, and engagements with both internal and external stakeholders.

Coordinate room bookings, event logistics, and technology needs for meetings and small-scale events, including facilitating virtual meeting technology for remote attendees.

Provide back-up scheduling support to the Executive Assistant to the Dean, as needed.

Financial and Procurement Coordination (Deans and CAO)

Coordinate travel, spend authorizations, and expense reports for the Assistant Dean for Students and Instruction, Associate Dean for Curriculum, Associate Dean for Faculty and Research and CAO.

Process procurement requests and track fiscal transactions in accordance with university policies.

Serve as alternate backup to the Admin Ops Fiscal Coordinator for routine fiscal operations.

Assistant Dean for Students and Instruction (ADSI)

Support services, data entry, and assistance as needed for accreditation and assessment at all levels

Serve as liaison between JGC lecturers and the ADSI and ADFC during the semester (after they are hired).

Collect, review, and share course syllabi for compliance with JGC, University, and State standards outlined by the ADSI and the ADFC.

Assists with lecturer end of semester review process.

Provide support for the ADSI’s in the roles of Chair of the JGC Community & Wellness Committee, student services lead, and student organization advisor.

Associate Dean for Curriculum (ADFC)

Assist with process development/streamlining and maintain instructional resources.

Assists with new lecturer onboarding and orientations.

Assist and coordinate with the JGC Admissions & Scheduling Coordinator on course scheduling processes.

Manage records of potential, current, and past lecturers, including faculty and lecturer teaching assignment history.

Assists with surveys of doctoral, faculty, and lecturer teaching interests.

Assist in the archiving of curriculum committee meeting minutes, records of committee votes taken, and construction of the curricular updates document for faculty-staff meetings and assist in special projects assigned by the ADFC. Assist with document sharing and retention for curricular committees.

Chief Administrative Officer (CAO)

Maintain college email distribution lists, MS Teams access, and K drive folders common folders, keeping them updated and performing and communicating regular audit results.

Manage guest accounts.

Periodic support and communications for college announcements, info requests, IT ticket entry.

Monitor shared kitchen spaces in Page Hall

Associate Dean for Faculty and Research (ADFR)

Provides backup support for faculty hiring and annual review processes.

Provides backup support for college research activities and initiatives.

Executive Assistant to the Dean / Office of the Dean

Assist with logistics for college retreats/events.

Act as a receptionist for the Dean’s suite.

Post daily room calendars.

Provide additional administrative support to the Office of the Dean and JGC College Community.

Additional Information:

The hourly rate of pay for this position will be $21.11 to $27.77 per hour to be determined by internal equity, budget, and the candidate's education and experience.

Minimum Required Qualifications

High school diploma or GED.

At least two years of relevant administrative experience.

Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word).

Strong organizational, written, and verbal communication skills.

Ability to handle confidential information with discretion.

Preferred Qualifications

Associate or Bachelor’s degree in Public Administration or related field.

4–6 years of relevant administrative support experience.

Experience working in higher education and with diverse populations.

Familiarity with Ohio State University purchasing/travel systems and HR processes.

Knowledge of the Promotion and Tenure process is a plus.

The College

The John Glenn College of Public Affairs is ranked 16th in the nation and #1 in Ohio among 271 Public Affairs schools by U.S. News and World Report. This marks the college’s 10th year within the top 10% of public affairs graduate professional programs in the country. The college is also ranked among our peers in the following specialty areas: public management and leadership (7), nonprofit management (9), local government (18), social policy (19), public policy analysis (20), urban policy (22), and public finance and budgeting (25). Additionally, The Ohio State University ranked No. 5 internationally and No. 1 in the U.S. in public administration according to ShanghaiRanking Consultancy’s 2023 Global Ranking of Academic Subjects.

The University

Ohio State is a top-20 public university, and its Ohio State Wexner Medical Center is one of America’s leading academic health centers and recently ranked No. 4 on Forbes’ list of best U.S. employers for diversity. Eligible Ohio State employees receive comprehensive benefits packages, including medical, dental and vision insurance, tuition assistance for employees and their dependents, and state or alternative retirement options with competitive employer contributions.

The Ohio State University’s Shared Values include Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion, and Integrity and Respect. Our university community welcomes differences, encourages open-minded exploration and courageous thinking, and upholds freedom of expression.

Ohio State is a dynamic community where opportunity thrives, and individuals transform themselves and their world. Positions are available in countless fields and specialties. Become a Buckeye and contribute to an incredible legacy that serves to guide our future and shape a better tomorrow

Located in Ohio’s capital city, Ohio State’s Columbus campus is near the center of a rapidly growing and diverse metropolitan area with a population of over 1.5 million. The area offers a wide range of affordable housing, many cultural and recreational opportunities, excellent schools, and a strong economy based on government as well as service, transportation, and technology industries. Additional information about the Columbus area is available here. Beyond its Columbus campus, Ohio State has four regional campuses including Ohio State Lima, Ohio State Mansfield, Ohio State Marion, and Ohio State Newark, in addition to the College of Food, Agricultural, and Environmental Sciences (CFAES) Wooster Campus, which houses Ohio State ATI.

Equal Opportunity Employer/Veterans/Disability

Final candidates are subject to successful completion of a background check.

Location:

Page Hall (0061)

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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