Administrative Assistant

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Job Title:

Administrative Assistant

Department:

Undergraduate Education | University Advising

The Administrative Assistant for Undergraduate Education Advising and OnCourse assists in maintaining the mission of coordinating and providing resources to academic advisors as they support undergraduate students. Interacts with multiple entities, including staff, families, and students. Assists with the successful operation of the office including administrative and calendar support to staff members within the group. Provides support to the director in the preparation for and follow-up of meetings with campus partners. Answers phone lines, greet and assists visitors, students, and parents. Assists with arranging schedules including but not limited to: supervisor meetings, staff and team meetings, etc. Assists with recruitment of new employees by scheduling interviews and sending logistics along with other interview details to candidates. Makes updates and changes to Advising and OnCourse websites. Oversees online registration processes for events and workshops. Monitors shared email boxes and phone lines (such as advising, campus change and OnCourse), communicates and problem-solves with internal and external constituents, and triages complicated cases to appropriate offices/staff members. Coordinates logistical planning and support for programs including but not limited to new advisor training, OnCourse training and events, professional development activities, annual conference, and operational support for other initiatives. Serves as a liaison to faculty, student and administrative staff university and external offices and contacts (e.g. Registrar Scheduling prospective students, vendors, etc). Maintains confidential information and records and has access to student academic and advising records and notes. Initiates and assists with departmental purchases for supplies and services using procurement card, coordinates all department travel following university guidelines. Serves as liaison to OAA Service Center and B&F Procurement Shared Service Center (PSSC). Serves as fiscal assistant and point of contact for fiscal and procurement-related matters including knowledge of the WorkDay system, OSU travel policies, and procedure support.  Manages Procurement-card expenditures and resolves disputes. Attends routine training to understand and adhere to university policies. Utilizes Microsoft Office suite, email, fax, multi-line phone as well as Workday, SIS, and OnCourse platforms. Performs customer service functions and provides information to students and families.

MINIMUM REQUIRED QUALIFICATIONS
High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 2 years of relevant experience required. 4-6 years of relevant experience preferred.

Please submit a cover letter and resume with your application.

Additional Information:

The pay range for this job profile is $21.35 - $22.00 per hour. The offer for this position will fall within this range based on internal equity, unit's available budget, and the candidate's qualifications.

Career Roadmap:
Function: Business Planning and Operations

Sub-Function: Administrative Assistance

Career Band: Individual Contributor - Technical

Career Level: T3

Location:

Student Academic Services (0160)

Position Type:

Regular

Scheduled Hours: