Manager 1, Administrative Assistance

at  The Ohio State University

The Manager 1, Administrative Assistance position works directly and collaboratively with the Chairs of the Departments of Educational Studies and Teaching & Learning. This role provides a high-level support to the Chairs including serving as the initial contact point for the Departments. Uses substantial judgment and independent decision-making authority and exhibits a high degree of professionalism. Key responsibilities include organizing and preparing communications for the Chairs (e.g. PowerPoint presentations, reports, etc.); maintaining the Chair’s schedule/calendar and assisting with travel and other logistics. Taking lead on special projects for the Chairs that advance the mission of the College and Departments. Hires, manages, leads, and supports the development of the administrative team of the Departments that is currently composed of 2 reporting lines. Implementing new processes and procedures that improve efficiencies both within the Departments and other routine and non-routine functions that support the work of the Chairs. The position oversees the logistics of major processes in the Departments including all administrative aspects of faculty hiring, Promotion and Tenure, Annual Review, Department Meetings, Program Chair Meetings, Search Committees, etc. Establishes and enacts goals and strategy focused on achieving operational excellence. Additionally, the role maintains an in-depth knowledge of the Chair’s activities, strategies, and collaborates with the Chairs to understand positions and priorities. This position is responsible for making sure all working sessions are incorporated in the Chairs calendar and the Chairs are prepared for the future events with all relevant materials, copies, presentations, and all required and/or necessary information. The incumbent assists with the coordination of program events (guest speakers, conferences, meetings) as well as development and distribution of marketing and communications for the Departments, when needed. Assists the Chairs with strategic planning for meetings, creating presentation materials, talking points, ideas for discussion/agenda items; participates in advisory committee, Promotion and Tenure, faculty meetings, and other Department and administrative committees as assigned and/or as needed. This position also represents the Chairs on various committees as requested. This position manages and/or delegates responsibilities for the front-end of the Departments, directing the day-to-day operations of the Department’s in collaboration with all administrative team members (e.g., Faculty Administration, HR, Fiscal, Communications, Events, etc.). Serves as Equipment Coordinator for the Department of Teaching & Learning. This position always requires that the Manager 1, Administrative Assistance act courteously and professionally, and that they manage confidential materials and time-sensitive matters with integrity. Should demonstrate proficiency in the Microsoft Office Suite, strong communication skills verbally and written. Other duties as assigned.

REQUIRED EXPERIENCE:

3 years of relevant administrative experience required. Thorough knowledge of university organization and procedures is required. Progressively responsible administrative experience in education or industry, supporting senior level leadership required. Strong written and verbal communication skills. Considerable knowledge of Microsoft Programs (Word, Excel, PowerPoint, Outlook etc.). Ability to interact with a wide range of people in business executive situations. Experience working in a demanding and fast paced administrative offices that requires strong organizational skills, the ability to work independently and emphasis on careful attention to details

DESIRED EXPERIENCE:

Experience planning events desired. Experience in higher education setting/academic environment. Knowledge of university policies and procedures, particularly with respect to faculty desired.
70% Implements and executes strategic planning, provides high level support to the Department Chairs. Organizes, prepares, and maintains correspondence and databases; develops and implements new processes and procedures to increase efficiencies; handles highly sensitive and time sensitive materials on a daily basis. Hires, manages, leads, and supports the development of the administrative team of the Department that is currently composed of 2 reporting lines. Plans and supervises the scheduling of events and workflow in the Chair’s office; maintains the Chair’s schedule and calendar, obtains background information on meeting requests; assists with travel and logistics. Evaluates and prioritizes requests for the Chairs; prepares reports and communications; manages communications between other Departments within the College, University, and external units. Participates in policy meetings as Chair’s assistant; assumes responsibilities for projects and reports as assigned by the Chairs that inform and guide effective decision making; independently researches problems and complaints and assists in their resolution. Provides backup for scheduling of courses and rooms; serves as a conduit between HR Office, Business Office, Chairs and Associate Chairs; monitors units fiscal and human resources priorities and creates agendas for leadership team discussions with Chairs; troubleshoots and resolves problems. Manages and/or delegates the responsibilities of the front-end of the Departments, directing the day-to-day operations of the Department’s front office including: reception desk, phone services, mailroom, supplies, and parking permits. As Equipment Coordinator for the Department of Teaching & Learning manages and maintains equipment inventory records for the Department and tracks and makes recommendations on future purchases. Acts courteously and professionally; responsible for maintaining confidentiality with sensitive information/material, considerable discretion, judgment, and professionalism in all matters. Other duties as assigned.
30% Collects, organizes, analyzes, and presents data on programs and policies; prepares interpretive reports; participates in organization of new initiatives regarding curriculum and research; initiates review of administrative improvements as agreed with the Chairs. Coordinates faculty annual review materials in preparation for the salary process and provides reports; analyzes and reports on faculty cumulative performance records and special cases. Coordinate’s all administrative aspects of faculty hiring, Promotion and Tenure process in the Departments. Attends all P&T meetings and takes minutes.
The Target Hiring Range for this position is $58,100 - $77,400
Regular 40 First Shif

Please refer the Job description for details