Job Description:

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.

Job Responsibilities

• Typically supervises or oversees the work of student employees and other Technical & Administrative Support staff.

• Typically reports to dean or vice president level. Represents executive and department to the public, employees, and students. Establishes priorities for inquiries; brings inquiries to resolution and/or delegates appropriately to ensure proper handling.

• Oversees planning unit administrative processes and coordinates internal and external communications.

• Coordinates multifaceted calendar of appointments including the determination of appropriate meeting length, location, and participants.

• Coordinates or completes special projects. Represents executive in meetings and/or committees. Acts in the absence of administrator to perform high level administrative duties.

• Researches and analyzes complex problems and provides recommendations for resolution.

• Develops and monitors protocol for handing and maintaining confidential materials.

• Prepares and monitors budget and other financial documents for a planning unit. Maintains accountability for budget expenditures.

Departmental Information:

About the Heritage College of Osteopathic Medicine:

Mission:

We pride ourselves on our strong focus on our mission: training osteopathic primary care physicians to serve Ohio.

Our medical school educates physicians committed to practice in Ohio, emphasizes primary care, engages in focused research, and embraces both Appalachian and urban communities. Integral to this mission, our college community commits itself to: provide a clinically integrated, learning-centered, osteopathic medical education continuum for students, interns, residents and primary care associates; embrace diversity and public service; and improve the health and well-being of underserved populations.

Vision:

The Heritage College is recognized as the national leader in training osteopathic primary care physicians and the number one producer of primary care physicians in the country.

Essential Values:

These fundamental principles form the foundation of the culture at our college: wholeness and balance within each person; integrity; community of mutual respect; acceptance of others and embracing diversity; pursuit of excellence; a climate of scholarship; and commitment to service, generosity and compassion.

Our Campuses:

https://www.ohio.edu/medicine/about/campuses

Why Choose Ohio University?

https://www.ohio.edu/hr/jobs/working-ohio

https://www.ohio.edu/medicine/community-health

https://www.ohio.edu/hr/benefits

About the Executive Dean’s Office

https://www.ohio.edu/medicine/about/offices/deans-office

About the Office of Inclusion

https://www.ohio.edu/medicine/about/offices/inclusion

Departmental Summary:

The Executive Assistant provides comprehensive and confidential administrative support to the Athens Campus Dean and the Chief Inclusion Officer, as well as backup administrative support to the Heritage College Senior Leadership Team. This includes coordinating and managing special programs, projects, and activities such as travel arrangements, meetings, scheduling, and correspondence. This position will require a thorough knowledge of office practices and procedures to perform complex office support duties and respond to student, staff, and faculty needs. The Executive Assistant is responsible for forecasting and managing budgets and reconciliations for the Athens Campus Dean and Office of Inclusion. The work of the Executive Assistant is performed independently by applying established standards, supported by a broad and deep knowledge of university systems, in collaboration with the Athens Campus Dean and the Chief Inclusion Officer.

Departmental Responsibilities:

1. Administrative Support

• Provide front-line customer service for the Athens Campus Dean and the Office of Inclusion.

• Provide executive support for the Athens Campus Dean and supplemental support for the Office of Inclusion, and backup support for the Heritage College Senior Leadership Team.

• Oversee office operations, including implementing or improving upon existing procedures and processes.

• Manage multifaceted calendars of meetings, including determining appropriate meeting length, location, and participants for the Athens Campus Dean and Chief Inclusion Officer.

• Manage complex travel arrangements and process expense reports in Concur for the Athens Campus Dean, Chief Inclusion Officer, and, as needed, the Heritage College Senior Leadership Team.

• Schedule and attend meetings at the request of the Athens Campus Dean and/or Chief Inclusion Officer; prepare agendas and concise minutes for distribution and record-keeping and represent the Dean in meetings and/or committees.

• Manage the email inbox of the Athens Campus Dean.

• Research and analyze complex problems and provide recommendations for resolution.

• Compose and edit internal and external communications on behalf of the Athens Campus Dean and/or Chief Inclusion Officer.

2. Finance and Budgeting

• Manage budgets for the Athens Campus Dean and Office of Inclusion. Make recommendations regarding purchases and other expenditures.

• Forecast annual department budgets.

• Manage financial processes for academic programs, including scholarships, stipends, tuition waivers, and reimbursement forms.

• Manage paperwork for honorariums, event facilitators, and speakers.

• Manage student funding applications. Coordinate with Student Affairs and other departments to approve or reject student funding applications. Processes student funding reimbursements.

• Prepare and process consultant, overload, and student/graduate assistant contracts and monitor payroll for employees.

• Create, review, and approve Bobcat Buy transactions and requisitions for purchase orders and process monthly statements.

• Order office supplies and process checks.

3. Special Project Coordination

• Manage event planning activities, including the logistical coordination of room reservations, catering, communications, and follow-up. Assist with the preparation and dissemination of agendas, notes and materials. Create and maintain reporting on event-related activities including schedule, attendance, intended audiences, and assessment information.

• Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments.

• Serve as the primary point of contact with vendors and manage event-related tasks.

• Develop and manage annual reports for the Athens Campus Dean and Office of Inclusion.

Minimum Qualifications:

Knowledge of technical and practical administrative concepts, processes, and methods typically obtained by a high school degree or GED or equivalent and a minimum of 5 years administrative support experience. An equivalent combination of education, training, and experience is acceptable.

Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications:

• Bachelor’s degree

Planning Unit: Heritage College of Osteopathic Medicine

Department: HCOM - Executive Dean's Office

Applicants may contact this person if they have questions about this position: Jordyn Stimel, jordyn.stimel@ohio.edu

Employment Type: full-time regular

Advertised Salary:

Range for hourly rate starts at $19.38 per hour with the potential of up to $24.70 per hour. Pay is accompanied by our generous university benefits such as free tuition for self and dependents, a comprehensive insurance package including but not limited to:

• Health, prescription, vision, dental, and life insurance

• An excellent retirement plan including company contributions,

• Paid Parental Leave, adoption reimbursement, and more

• OHIO is also proud to offer wellness programs, on-site wellness facilities, and a generous employee assistance program.

Additional Information is available at: https://www.ohio.edu/hr/benefits/.