Administrative Services Associate
Full-time Administrative Services Associate
University Advancement - OHIO University Dublin Campus
The Administrative Services Associate provides coordination and management of business policies and practices in order to effectively manage University resources (employees, finances, systems, and facilities) for the University Advancement and the Heritage College of Osteopathic Medicine Alumni Relations Office on the Dublin Campus. The incumbent will be responsible for the general administrative functions of the office including providing high level administrative assistance to the Executive Director of Development. This position will collaborate and communicate with internal and external constituents, therefore customer service is key.
General Responsibilities:
Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.
Primary Job Responsibilities:
- Responsible for the general administrative functions of the office including answering phones; greeting/referring/assisting visitors, customers, staff, or others; preparing documents and reports; compiling records; scheduling the conference room; communicating with the office staff and other nearby constituents; organizing and maintaining information; processing expense reports and purchasing card transactions in Concur; and purchasing necessary office supplies and other needs as determined in Bobcat Buy.
- Coordinate, plan, and assist in managing day to day activities for the Executive Director of Development by preparing and assembling documents for meetings; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data; processing expense reports and purchasing card transactions in Concur; and purchasing necessary office supplies and other needs as determined in Bobcat Buy.
- Represent the Advancement Office and Ohio University at functions and meetings of internal and external audiences as it pertains directly to the planning and execution of meetings, engagement activity and special events in support of University Advancement efforts.
- Other duties as assigned.
General Job Responsibilities:
- May supervise or oversee the work of student employees.
- Represents an office as administrative liaison. Responds to non-routine inquiries requiring technical and/or University or unit knowledge.
- Utilizes department and/or University policies, practices, and procedures to answer questions and resolve problems and issues.
- Coordinates special events that require judgment in determining and prioritizing activities to meet desired results.
- Coordinates complex appointments, meetings, and travel itineraries. Triages scheduling issues.
- Edits documents and presentations. Composes basic correspondence. Types and coordinates class materials.
- Performs a variety of administrative duties regarding academic class scheduling and/or student academic records and/or reports. Duties may include activities such as updating student records, registering students in courses, entering courses into PeopleSoft and assigning classrooms.
- Coordinates mass mailing and/or email distribution.
- Creates and oversees departmental files, databases, and reports.
- Maintains office and/or laboratory supplies and inventory.
- Maintains website.
- Sets up accounts, tracks budgets, reconciles accounting statements, and follows up on discrepancies. Prepares purchasing and accounting forms for approval. Processes expenses.
We seek candidates with a commitment to working effectively with students, faculty and staff from diverse backgrounds.
Ohio University is an Equal Opportunity/Affirmative Action Employer.
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