Program Assistant

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Job Title:

Program Assistant

Department:

Academic Programs | Sustainability Institute

Job Description

The Sustainability Institute at The Ohio State University accelerates interdisciplinary research and education that advance sustainability solutions by catalyzing and connecting Ohio State faculty, students and partners.  We foster transdisciplinary knowledge and research by supporting nearly 400 affiliated faculty across the university; expand education and workforce development opportunities for students and current workers; translate knowledge into practice by leveraging campus as a living laboratory; build the capacity of Ohio State and its sustainability community; and develop and expand strategic collaborations with external partners.  We are seeking individuals who are passionate about making a difference through collaboration, efficiency improvements and team support.  To learn more about our work, please visit si.osu.edu.

Job Summary/Overview:

The program assistant of the Sustainability Institute supports a high-performance team of 10 team members by providing timely, accurate and compliant business and finance operations; smooth administration of annual grantmaking programs; strategic reporting and analytics support; and general office support such as event assistance, conference room scheduling, and office housekeeping. In the execution of these duties, the program assistant works closely with the executive assistant of the Sustainability Institute as well as the finance team with the Office of Academic Affairs.

35%:  Budget and finance support:  Request and track transfers regarding internal grants and other awards, external sponsorships, membership dues; requisition goods and services (internal and external) through Workday; assist staff with spend authorizations and travel expense reports; manage pay arrangements for faculty leads; provide quarterly budget tracking to director and managing director of the Sustainability Institute; maintain accurate and timely recordkeeping that complies with university policies; and serve as main point of contact for the Office of Academic Affairs finance team.

20%:  Grantmaking administration: Oversee the process for annual and individual grantmaking by the Sustainability Institute to university faculty, students and staff including materials development, recruitment of peer reviewers, award letters, collection of post-project reports, and data analytics. 

10%:  Unit metrics and reporting: Collect, integrate and share data for annual unit performance metrics; provide data as requested throughout the year for presentations about the Sustainability Institute to internal and external partners; and generate Qualtrics surveys as needed by team to solicit input on specific activities such as event RSVPs and post-event feedback.

35%:  Other administrative duties: Supports team with technology applications such as Docusign, Qualtrics, Robin Powered (for room reservations) and general IT assistance that apply to all staff.  Provide general assistance for events such as catering orders, conference room scheduling, room setup and breakdown, and creation of materials such as nametags.  Assists with office housekeeping, monitoring of SI inbox and other staff support as required.

Minimum Required Qualifications

• High School diploma or GED
• 2 years of relevant experience required.

Required Qualifications

• Interest in c