Administrative Assistant

Position Overview

As a member of the Scholarship and Student Support team in University Advancement, the Administrative Assistant reports to the Senior Director of Development for the Office of Diversity and Inclusion (ODI) and provides support and coordination for activities and projects that pertain to constituent engagement, namely current and potential donors. This position will offer opportunities for collaboration with colleagues across University Advancement as well as with executive leadership, program administrators, and members of the Advancement Communications team within ODI.

The ideal candidate will be able to effectively operate in a dynamic environment and have a proven and sincere commitment to working collaboratively with all constituents. The Administrative Assistant must manage multiple projects with shifting priorities, competing interests, and overlapping deadlines to ensure the effective prioritization and smooth execution of deliverables for individual donors, representatives of philanthropically engaged corporations, and program managers of private foundations.

This position’s primary responsibilities entail participating in the planning and implementation of creative yet cost efficient constituent relations activities, such as drafting emails, letters, cards, reports, proposals, invitations, and other communications that request philanthropic support, offer recognition and engagement, express appreciation, and/or demonstrate impact.

The Administrative Assistant also provides administrative support to the Senior Director of Development prepares alumni and donor briefings coordinates opportunities for service within ODI by facilitating the ODI Advancement Ambassadors Program drafts and prepares presentations schedules and coordinates meetings that can be complex in nature helps plan select events makes travel and lodging arrangements oversees inventory of supplies, initiating procurement of supplies and materials as needed to ensure appropriate stock and prepares and tracks requests for reimbursement of expenses. This person will also help with the creation, tracking and review of endowed and current use funds, adjusting in rapid time when needed. They will research and respond to Advancement-related fiscal stewardship inquiries. Additionally, they will identify, develop, and implement workflow processes and operational efficiencies.

Candidates must demonstrate strong and consistent written and oral communications skills maintain a high level of confidentiality and be able 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 Shared Values which include Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion, and Integrity and Respect.

Duties and Responsibilities

40%

Plan and implement creative yet cost efficient constituent relations activities, such as drafting emails, letters, cards, reports, proposals, invitations, and other communications that request philanthropic support, offer recognition and engagement, express appreciation, and/or demonstrate impact.

35 %

Prepare alumni and donor briefings coordinate opportunities for service within ODI by facilitating the ODI Advancement Ambassadors Program draft and prepare presentations schedule and coordinate meetings that can be complex in nature screen and manage incoming phone calls, email and correspondence record, transcribe minutes and distribute appropriately organize and prepare agendas and itineraries help plan select events make travel and lodging arrangements oversee inventory of supplies, initiating procurement of supplies and materials as needed to ensure appropriate stock and prepare and track requests for reimbursement of expenses.

15%

Help create, track and review endowed and current use funds and research and respond to Advancement-related fiscal stewardship inquiries.

5%

Identify, develop, and implement workflow processes and operational efficiencies.

5%

Performs other duties as assigned.

Required Qualifications

• High School diploma or GED

• One year of relevant administration experience

Note: A diversity statement is required with the submission of each application.

Desired Qualifications (We are dedicated to building a diverse and inclusive workplace and encourage you to apply even if your experience does not align perfectly)

• One year of work experience in an administrative or office assistant role

• Proficiency with MS Office suite.

• Demonstrated commitment to the Office of Diversity and Inclusion’s values of inclusive excellence, collaboration, social justice and equity, respect and civility, and leadership and partnerships.

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: 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.

To learn more about the Office of Advancement, please visit advancement.osu.edu.

The pay rate for this job profile is $17.74 – $23.63 (min – mid). The offer for this position will fall within this range based on internal equity, units available budget, and the candidates qualifications.

Salary range: $17.74 – $23.63

Function: Business Planning and Operations

Sub-function: Administrative Assistance

Career Band: Individual Contributor – Technical

Career Level: T2