Administrative Assistant

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Job Title:

Administrative Assistant

Department:

Advancement | Development Student and Scholarships

Position Overview

The Administrative Assistant for the Scholarship and Student Support (SaSS) team is responsible for providing professional front-line support for the Executive Director and development officers. They review, coordinate, maintain and prioritize complex schedules and visits; proactively plan for meeting needs including agendas, briefings, and other written materials and execute logistics for in-person and virtual meetings and events; arranges and coordinates travel plans; submits reimbursements and other financial paperwork; and screens and handles sensitive, confidential and/or complex inquiries.

This position interfaces with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; creates and maintains reports and records; types technical and/or confidential materials; records and transcribes minutes; and maintains and safeguards donor contribution records of a highly confidential nature. Proficiency in MS Office products and the ability to work in an environment where priorities can shift on a regular basis is expected. The Administrative Assistant performs regular upkeep for the physical office for the team, including ordering and organizing supplies, copying, preparation of donor materials and folders, and other office tasks.   

All members of Advancement 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 Advancement 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.

Duties and Responsibilities

70%

Provides daily administrative support  to include:  collaborates with development officers and staff to understand philosophical approach and priorities; assists with email and correspondences; reviews, coordinates and maintains schedule of activities and calendar; manages and processes confidential and sensitive correspondence and gift acknowledgment letters; reviews and prioritizes incoming electronic and written mail; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; executes virtual and in-person meeting and event logistics, coordinates materials for and creates briefings; anticipates, researches, and prepares materials for internal and external meetings; arranges and coordinates all travel plans for the SaSS team, including complex donor-centered activities and travel; and prepares and submits reimbursement of expenses, adhering to established financial policies and procedures.   

20%

Prepares and coordinates results and data from prospect research for appropriate team members as needed for portfolios.  Coordinates a tracking system for key contacts, endowment reporting and other donor touch points during the year. Coordinates stewardship and solicitation plans for top 50 donors and data searches with predetermined criteria. Implements data search process to ensure accuracy and creates criteria templates to maintain consistency. Generates routine reports to track fundraising activity.

5%

Manages, maintains and updates constituent information within The Advancement System (TAS); tracks