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Position Overview
Working in support of the Wexner Medical Center the Administrative Assistant provides administrative support to the Executive Directors of Development, and a team of development officers. Duties include reviewing, coordinating, maintaining and prioritizing complex schedules and visits; proactively planning for meeting needs including agendas, briefings, and other written materials; arranging and coordinating travel plans, including mileage; submitting reimbursements and other financial paperwork, including requisition authorizations; screening and handling sensitive or complex inquiries; interfacing with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; creating and maintaining reports and records; typing technical and/or confidential materials; recording and transcribing minutes; maintaining and safeguarding donor contribution records of a highly confidential nature. A person who thrives on being part of a team and works in a fast-paced, strategic environment will excel in this role. The Administrative Assistant is expected to be a self-starter, have excellent organizational, written, and verbal communication skills and the ability to work as a part of a team in a fast-paced, strategic environment.
All members of External Affairs 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 External Affairs 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.
About the Wexner Medical Center
One of the nation’s leading academic health centers, The Ohio State University Wexner Medical Center offers health care services in virtually every specialty and subspecialty in medicine. Thousands of patients come to us each month for treatments and services they can’t find anywhere else. Our clinical areas of distinctiveness are Cancer, Heart, Neurology, Transplantation, Diabetes, Musculoskeletal, Digestive Diseases and Critical Care. At Ohio State Wexner Medical Center, we’re driving breakthrough health care solutions to improve people’s lives.
Duties and Responsibilities
80%
Provides daily administrative support for the Wexner Medical Center development team; collaborates to understand philosophical approach and priorities; screens and handles incoming phone calls, email and correspondences; reviews, coordinates and maintains schedule of activities and calendar including all meetings, conferences, luncheons and other appointments;; manages and processes confidential and sensitive correspondence; reviews and prioritizes incoming electronic and written mail; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; develops power point presentations; coordinates materials for briefings; anticipates, researches, and prepares materials for internal and external meetings; maintains and safeguards donor contribution records of a highly confidential nature; arranges and coordinates all travel plans including complex donor-centered activities and travel; prepares special reports relative to various phases of the Medical Center Development activities and programs.
10%
Researches and resolves issues and problems; assesses inquiries and concerns directed to the Advancement Team determining course of action and delegating to appropriate person to manage; uses substantial judgement and independent decision making; responds to routine inquiries from donors and staff; serves as liaison to key university and medical center officials; provides information to major donors, high-level volunteers, university and medical center officials and administrators, faculty, staff, visitors and general public; prepares and submits reimbursement of expenses Conveys directives and sensitive information as appropriate; Collects, compiles, analyzes, develops and summarizes statistical data and reports.
10%
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 or an equivalent combination of education and experience.
One (1) year experience working in an academic medical center with knowledge of university and/or Medical Center organization and procedures.
Progressively responsible administrative experience.
One (1) year of Microsoft Office experience, with emphasis on Outlook and excel.
Previous experience working in an Advancement setting.
Previous experience working with Workday.
The Office of External Affairs 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: https://hr.osu.edu/careers/.
In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as a standby position.
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.