Job Title: Administrative Assistant
Reports To: Chief of Staff
FLSA Classification: Non-Exempt
Nature of Work:
The OSU Alumni Association is seeking an Administrative Assistant who will provide administrative support to the Chief of Staff, the Assistant Vice President of Engagement and Executive Affairs, and the President. The Administrative Assistant will perform a variety of complex administrative duties and serve as the initial point of contact for the OSU Alumni Association. Key responsibilities include office operations and communications[JS1] , event coordination, ticket processes, and organizational record management. The Administrative Assistant also plays a vital role in supporting the Board of Directors.
Responsibilities:
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Serve as the primary greeter for the Alumni Association
- Answer switchboard calls, respond accordingly to emails/electronic communication, and assist guests upon entry into the office areas
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Assist with preparing and coordinating meeting materials and logistics including:
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Creating agendas
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Scheduling meeting rooms
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Sending calendar invites
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Scribing meeting notes/action items
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Assist with the OSU Distinguished Alumni Awards, OSU Hall of Fame, and OSU Outstanding Young Alumni programs including
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Assisting with the nominations and selection process
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Coordinating all logistics with honorees
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Preparing invitation and announcement lists
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Managing event registrations and seating arrangements
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Assist with the Capitol Cowboys program logistics including registration, meeting coordination, and legislative gift preparation
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Support the purchasing, organization and distribution of athletic and event-related tickets
- Oversee football suite and baseball corral operations, including pre-game stocking and post-game reorganization
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Support Board of Directors and committee operations, including:
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Scheduling and coordinating committee meetings and logistics
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Collecting and preparing board materials
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Recording meeting minutes
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Maintain the office supply inventory by checking stock to determine inventory level, anticipating needed supplies and placing supply orders as necessary
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Distribute daily incoming and outgoing mail
- Assist the President with reconciling and submitting expense reports
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Support all Executive Team leadership as requested
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Assist with special projects assigned by the Chief of Staff
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Perform other duties as assigned
Job Competencies and Experience:
Education Requirements and Equivalent Experience
Bachelor’s degree from an accredited college or university OR three (3) years of related work experience
Skills:
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Ability to perform effectively under pressure and make sound decisions
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Demonstrates ability to work independently and collaboratively
- Highly detail-oriented with a strong focus on accuracy
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Self-motivated and task driven
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Exceptional organizational and multitasking skills
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Outstanding customer service skills in all interactions (in-person, phone, and email)
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Excellent verbal and written communication skills
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Trusted to handle confidential information with discretion
Core Competencies:
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Effective Communication: Transfers thoughts and expresses ideas clearly in individual and group settings.
- Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in achieving team success and contributing to overall goals.
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Teamwork & Interpersonal Skills: Develops cooperation and teamwork, working toward mutually beneficial solutions.
- Problem Solving & Judgement: Considers consequences and generates alternative solutions to overcome challenges.
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Adaptability: Responds positively to change and is willing to learn new methods to accomplish objectives.
Equipment Used:
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Laptop computer
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Multi-line telephone
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Microsoft Outlook
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Copier, scanner
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Microsoft Office Suite
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Ascend software or similar database systems
Work Environment:
The position is in an office setting within the OSU Alumni Center. Events and activities may be held outside so there will be some outdoor exposure. Position requires availability to work nights and weekends as determined by event scheduling. Travel may be required in and out of state.
Physical Demands:
- Position needs to move about inside the office to access file cabinets, office machinery, etc.
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Position needs to be able to transport parcels, packages and other items short distances, and drive a vehicle to deliver and pick up material
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Position frequently communicates with staff, and must be able to exchange accurate information
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Frequently move items weighing up to 50 pounds
Special Condition for Employment: Successful completion of a background check
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for each employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
