Recording Assistant - #1337673

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Job Title

Recording Assistant

Department

Academic Affairs Administration | University Senate

Under the day-to-day direction of the Secretary of the University Senate, the Recording Assistant advises and assists the Secretary on a range of issues, special projects, meeting materials and daily activities focused on advancing the work of the Senate Office and the university faculty. Works independently on a flexible, hybrid schedule to coordinate and provide complex administrative support to the Senate, Senate Committees, and Faculty Council; handles confidential information and exercising sound judgement; manages University Senate office and coordinates and maintains the Secretary of the University Senate’s schedule and calendar of activities; interacts with and serves as liaison to university leaders, senate leadership, senate members, Office of Academic Affairs and the Board of Trustees; makes decisions concerning initiatives through a demonstrated ability to use broad-based operations knowledge to create efficiencies and improve office effectiveness; represents the office to other administrators, administrative assistants and outside agencies; works closely with senior leadership, management, vendors, customers, business units, colleagues, and other stakeholders to identify and maximize opportunities for senate operations planning and management; researches information and provides guidance to the Secretary on pertinent issues; assesses inquires and concerns directed to the Senate office, determining course of action and delegating to the appropriate person to manage; manages, plans, schedules and attends Senate meetings as well as the meetings of key Senate Committees; organizes and prepares agendas, briefings, reports, and materials; maintains all senate records; manages office responsibilities such as HR and financial transactions; provides support services to Faculty Council, Faculty Cabinet, the Executive Committee of Faculty Council, and University Senate Committees; responsible for the recruitment, hiring, training, supervision and evaluation of student employees; coordinates and prepares a wide range of projects; and works on special projects and confidential assignments as needed.

Required Qualifications

High school diploma or GED. Minimum four (4) years of experience supporting an executive level leader.

Desired Qualifications

More than four (4) years of experience as an administrative assistant to an executive level leader. Knowledge of Ohio State and Ohio State system-wide governance, instructional and research programs, organizational and personnel structures, communication channels, policies, and procedures. Excellent organizational skills and attention to detail with an ability to work independently and meet deadlines. Operates with professional integrity, diplomacy, and discretion. Ability to anticipate needs and pivot successfully and appropriately while balancing competing priorities. Experience in managing complex schedules and travel arrangements. Strong communication and problem-solving skills.

Additional Information

Duties and Responsibilities

70% Advises and assists the Secretary on a range of issues, special projects, meeting materials and daily activities focused on advancing the work of the Senate . Works independently, coordinates and provides complex administrative support to the Senate, Senate Committees, and Faculty Council; handles confidential information and exercises sound judgement; manages University Senate office and coordinates and maintains the Secretary of the University Senate’s schedule and calendar of activities; interacts with and serves as liaison to university leaders, senate leadership, senate members, department staff, Office of Academic Affairs and the Board of Trustees; makes decisions concerning initiatives through a demonstrated ability to use broad-based senate and university operations knowledge to create efficiencies to improve the senate’s effectiveness; represents the office to other administrators, administrative assistants and specialists, and outside agencies; researches information and provides guidance to the Secretary on pertinent issues; assesses inquires and concerns directed to the Senate office, determining course of action and delegating to the appropriate person to manage; manages, plans, schedules and attends Senate meetings as well as the meetings of key Senate Committees; organizes and prepares agendas, briefings, reports, and materials; records and transcribes minutes; maintains files, databases, and electronic mail and committee lists; responds to inquiries; composes, proofs, and types correspondence, reports, and memos; runs the elections, including confirming nominations, assembling statements, and creating an electronic ballot, for many different elected positions in senate; initiates orders; monitors senate office expenditures; processes and manage senate HR expenses including payment to senate leaders; manages on-line scheduling and surveys, including senate elections; maintains and updates all Senate and Senate Committee websites, that are updated weekly with information about meetings;

20% Oversees all general office administrative functions, including but not limited to answering phones, providing high-quality guest experience, oversees the collection and evaluation of all communications coming into the Senate Office via phone, mail and email; analyzes inquiries and partners with the Secretary, as needed, to determine responses; ensures smooth and adequate flow of information within the Senate Office to facilitate operations; monitors Senate email account and categorizes emails for records retention; sorts, scans, codes and files all mail in accordance with records retention policies; oversees the maintenance of the Senate Office’s records retention policies, ensuring compliance with the university’s policies, and appropriately maintaining all financial, administrative and other records for the Senate Office; maintain listservs for each of the constituent faculty groups, including separate accounts for all faculty in each college; responsible for the recruitment, hiring, training, supervision and evaluation of student employees;; coordinates and prepares a wide range of projects; and works on special projects and confidential assignments as needed;

10% Initiates HR actions; serves as primary contact for HRBP who submits inquiries and requests to the Board Office; manages all financial transactions for the senate office, including but not limited to reimbursements, travel requests, expense requests, purchasing cards, deposits, and invoice payments; serves as primary resource for the department on all financial transaction inquiries or issues; responsible for the initiation of procurement transactions; in partnership with the shared services center, performs reconciliation duties; monitoring and ordering supplies, coordinating deliveries, coordinating shredding/water supply services, surplus coordination, office cleaning, key management, printing assistance, binder assembly, etc.; manages facilities services, maintenance activities and tradespersons performing work in the Senate Office; ensures a safe, secure and well-maintained office space that meets environmental, health and security standards; manages the repair of printers, copiers, office equipment and electrical/mechanical systems as needed.

Career Roadmap

Function: Business Planning and Operations

Sub-Function: Administrative Assistance

Career Band: Individual Contributor – Technical

Career Level: T4 Lead

Proposed Salary Range: $22.16-$29.54

Location:

Independence Hall (0338)

Position Type

Regular

Scheduled Hours

40

Shift

First Shift

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

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