Administrative Assistant

Current Employees and Students

If you are currently employed or enrolled as a student at The Ohio State University, please log in to Workday to use the internal application process.

Welcome to The Ohio State University's career site. We invite you to apply to positions of interest. In order to ensure your application is complete, you must complete the following :

• Ensure you have all necessary documents available when starting the application process. You can review the additional job description section on postings for documents that may be required.
• Prior to submitting your application, please review and update (if necessary) the information in your candidate profile as it will transfer to your application.

Job Title :

Administrative Assistant

Department :

Engineering Development and Alumni

Position Overview

Reporting to the Director of Strategic Engagement and Alumni Relations, the Administrative Assistant provides support and coordination of daily activities, special projects, and events for the Outreach and Engagement Team within the College of Engineering.

• They participate in planning and implementing special functions, events and initiatives in support of constituent engagement;
• oversees inventory of supplies and initiates procurement of supplies and materials to ensure appropriate stock; prepares alumni and donor briefings and reports;
• and coordinates and assists with mass mailings to alumni and donors. The position processes fiscal transactions for the Outreach and Engagement team;

develops and oversees budget-tracking system; reconciles expenditures to budgets, identifies errors and makes recommendations for resolution, and monitors event and alumni operating budgets to ensure expenditures do not exceed budget.

• The Administrative Assistant provides administrative support to the Director; independently responds to routine mail, written requests for information, and other inquiries;
• drafts and prepares correspondence, reports, and presentations; oversees and maintains the Director’s calendar; schedules and coordinates meetings that can be complex in nature;

makes travel and lodging arrangements; and prepares and tracks requests for reimbursement of expenses.

This position is expected to effectively manage a functional workload, multiple priorities and competing time demands; provide excellent customer service;

demonstrate strong and consistent written and oral communications skills; maintain a high level of confidentiality; and requires a flexible schedule to work a minimal number of evenings and weekends during special events.

All members of Advancement are part of creating an inclusive culture that inspires an exceptionally diverse and talented team and are measured on their adherence to the following core competencies : leadership, continuous improvement, teamwork and collaboration, and communication / interpersonal effectiveness.

All members are also expected to exhibit The Ohio State University’s which include Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion, and Integrity and Respect.

Department Overview

Since The Ohio State University was born in 1870, engineering has been central to its land grant mission. Then and now, Buckeye Engineers make the world a better place.

Ohio State Engineering is where education, discovery and economic development collaborate to innovate.

Home to a top-ranked engineering program, Ohio State provides an unparalleled learning environment and career preparation alongside an unforgettable student experience.

With access to 15 majors, world-class faculty and facilities, and a wide array of hands-on learning and research experiences, the opportunities are endless with Ohio State Engineering.

This position is a member of the Outreach and Engagement (O&E) unit within the Engineering Advancement team. O&E is responsible for strategically strengthening relationships with alumni and other constituents and developing philanthropic potential through the creation of meaningful and impactful experiences with the college.

The O&E unit works collaboratively with the three other units of the Engineering Advancement team : development, communications, and donor relations and stewardship.

Duties and Responsibilities

• Provides administrative support to the Director of Strategic Engagement and Alumni Relations by : overseeing, coordinating and maintaining calendar;
• scheduling and coordinating meetings; answering phones; maintaining email distributions lists; independently responding to routine mail, written requests for information and inquiries;

drafting and preparing correspondence, reports and presentations.

Assists other team members with activities such as but not limited to : preparing alumni and donor briefings and reports;

coordinating mass mailings to alumni and donors; planning and organizing events and volunteer opportunities.

Serves as liaison to other college, advancement and university administrators, staff, donors, volunteers, responds to inquiries and proposes resolutions to questions.

Manages the office suite and oversees general office needs and supply needs of the outreach and engagement team as well as the donor relations and stewardship and communications teams.

Processes fiscal transactions; assists in monitoring budget; makes travel arrangements; prepares, submits, and tracks reimbursement requests;

reconciles credit card transactions; tracks and completes necessary forms for human resources; coordinates the onboarding process for new staff members.

Performs other duties as assigned.

Required Qualifications

High School diploma or GED

One (1) year of relevant administrative experience

Proficiency in in Microsoft Office Suite

Experience with managing electronic calendars and scheduling for other people

Ability to be in a stationary position for hours, be mobile and lift 25-50 lbs.

Ability to work a flexible schedule including evenings, weekends, some travel, and additional hours during high volume event weeks

Desired Qualifications

Two (2) years of work experience in an administrative or office assistant role, especially with increasing levels of project management responsibility.

Knowledge of Ohio State University’s policies, procedures and systems

Experience processing fiscal transactions and travel arrangements, especially using OSU systems like Workday and Concur.

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.

Commitment to Inclusion

The Office of Advancement is committed to active allyship in addressing and dismantling the inequities created by systemic racism and implicit, long-held bias.

We pledge to act with kindness, respect, and integrity at all times; trust ourselves and our colleagues and empower their whole identities;

and hear and see our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.

You Need to Know

Aside from the unparalleled benefits of working for The Ohio State University and working in the diverse, 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.

Explore our extensive benefits

Work-life : Flexible and remote work arrangement opportunities where applicable, childcare program, and access to educational, athletic and cultural events.

Retirement : State pension and alternative options with competitive employer contributions, as well as optional supplemental plans.

Health : Medical, dental, vision and prescription coverage, life insurance, flexible spending accounts and wellness programming.

Time off : Paid vacation and sick time, parental and medical leave plus 11 paid holidays. Short and long-term disability options also available.

Financial : Tuition assistance for employees and their dependents, adoption assistance and discounts with preferred vendors and university partners.

Wellness : Lifestyle spending account, employee assistance program, health reimbursement account, and employee wellness program.