Executive Administrative Assistant

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Job Title:

Executive Administrative Assistant

Department:

John Glenn | Academic

The Executive Administrative Assistant provides a broad range of administrative and clerical support functions for the Dean and Chief Administrative Officer of the John Glenn College of Public Affairs managing day-to-day fluctuations in order to meet competing deadlines and demands; 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 Dean’s office; 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; 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; serves as the primary point of contact for the Dean with the Board of Distinguished Visitors, university officials, government, nonprofit, corporate,  and community supporters and entities; performs other duties as assigned. Evening and weekend work as well as travel may be required at times.

Calendar, Meeting, and Event Support

• Proactively manages complex and dynamic calendars; Plans, manages, and coordinates calendars adjusting priorities based on leadership needs and institutional timelines; Ensures timely communication and reminders related to scheduling and meeting prep; Serves as the primary point of contact for the Dean with internal and external stakeholders
• Coordinates room bookings, event logistics, and technology needs for meetings and small-scale events, including facilitating virtual meeting technology for remote attendees; Provides support to the Dean for speaking engagements and special events in coordination with the college's Events, IT, Communications, and Administrative teams
• Accompanies the Dean to select college related meetings and events and keeps the Dean informed of pertinent events and information
• Provides organizational, planning, and implementation support for college meetings that are led by the Dean or CAO including (but not limited to) Unit Heads (senior leadership) meetings, Deans meetings, and college wide meetings such as faculty-staff meetings; For meetings with the Board of Distinguished Visitors, assists with meeting preparation and facilitation, prepares agenda and supporting documents with the  Dean and Glenn College administrative team, composes and distributes communications to Board members and College affiliates, secures and prepares meeting space and meal accommodations, creates meeting minutes; Coordinates and implements travel arrangements with detailed itineraries for Board members when necessary 

Office Administration

• Serves as the Dean's liaison with the Glenn College's faculty, staff, students and university offices (Office of the President, Office of Academic Affairs, University Communications, Government Affairs, Commencement and Special Events, Congressional Archives etc.).
• Coordinates and manages travel arrangements with detailed itineraries (spend authorizations, bookings, reservations, and expense reports); Coordinates goods and services procurement, spends, processes, and tracks expenses in accordance with university policies
• Maintains college email distribution lists, MS Teams access, and K drive folders common folders, keeping them updated and performing and communicating regular audit results
• Maintains keys for the Dean's suite, supply closet, and distinguished visitor’s office; serves as back up for Lenel building, suite, and elevator access and brass key access
• Works with college Admin/Ops team on Business Continuity Planning to coordinate plan reviews, updates, and dean review/approval steps; Attends BCP meetings and relays information to the CAO and Dean as needed
• Coordinates or directs work of Office of the Dean student employees
• Provides periodic support and communications for college announcements, info requests, IT ticket entry
• Monitors shared kitchen spaces in Page Hall
• Completes special projects as assigned by the Dean

Culture Cultivation

• Assists the Dean and college leadership with faculty and staff development and culture cultivation; Helps support and implement strategic training/educational programming aligning with strategic goals for faculty and staff to include annual faculty retreat, annual faculty-staff retreat, leadership retreats, and various other knowledge or culture building events
• Supports college rewards and recognition activities (e.g. the John Glenn Professional Excellence Award) working with the college human resources consultant and events personnel to support announcements and other communications, planning, and implementing rewards and recognition initiatives
• Monitors college training completions – downloads reports, coordinates reminders, conducts completion analysis, works with supervisors and college leaders to increase completion rates

Additional Information:

Please note this position requires an on-campus presence of 3–5 days per week in the office.

Position is ineligible for sponsorship.

The rate of pay for this position is $55,700 to $72,700 and will be determined by internal equity, budget, and the candidate's education and experience.

MINIMUM REQUIRED QUALIFICATIONS

Bachelor's degree or equivalent experience. 2 years of relevant experience required in higher education. Experience planning and executing leadership and college culture events, faculty and staff meetings, communicating with internal and external stakeholders, managing complex and dynamic calendars for multiple academic executives concurrently.

DESIRED QUALIFICATIONS

2-4 years of relevant experience preferred. Advanced degree preferred. Experience supporting higher education executives and collaborating across university units, and business continuity planning.

Please include a resume and cover letter.

The full range of health, retirement, tuition, vacation benefits offered at Ohio State are available to this position. To learn more, please visit https://hr.osu.edu/benefits/

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. 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.

Grounded in Ohio State University’s Shared Values, 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.

The university is an equal opportunity employer, including veterans and disability. 

Location:

Page Hall (0061)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

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.