Job detail for Administrative Assistant 3 - Institute of Brain, Behavior and Immunology

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Job Title:

Administrative Assistant 3 - Institute of Brain, Behavior and Immunology

Department:

Medicine | Psychiatry

Office Administrative Assistant to serve as the Assistant to the Director for the Institute of Brain, Behavior and Immunology (IBBI) which performs research on the communication between the mind and the central nervous and immune systems; coordinates and manages daily administrative functions of the director’s office; identifies and resolves administrative and operational problems; collects and compiles data and information as requested to develop complex institute reports; maintains a high level of discretion in the handling of confidential matters; assesses inquiries and concerns directed to the office, determines course of action and delegates to the appropriate person to manage; tracks and maintains records of internal and external IBBI commitments, projects, achievements and milestones; coordinates marketing and communication functions for research institute; coordinates, plans, and oversees all aspects of institute special events, symposiums, conferences, outreach events, faculty recruitment, and institute member meetings; manages 5 story-building: access, concerns, and related communications.

Executive and Institute Administrative Operations

Coordinates and manages daily administrative functions of the Director’s Office; manages the Director’s calendar and coordinates competing priorities, appointments, and scheduling requests; identifies and resolves administrative and operational problems; researches and summarizes information to aid the Director in decision-making and strategic planning activities; supports strategic initiatives by monitoring progress, deadlines, and deliverables; maintains a high level of discretion in handling confidential matters; coordinates and screens information, correspondence, and mail received by the Director; independently responds to routine correspondence; collects and compiles data and information, as requested, to develop complex institute reports; follows up regarding information, documents, or responses required by the Director; provides guidance to the Director and IBBI faculty on pertinent issues; assesses inquiries and concerns directed to the office, determines the appropriate course of action, and delegates matters to the appropriate person; develops and maintains administrative processes, procedures, templates, and tracking systems; maintains institute records, shared files, contact lists, and distribution lists; tracks and maintains records of internal and external IBBI commitments, projects, achievements, and milestones; coordinates and schedules high-level meetings; records, transcribes, and distributes meeting minutes; prepares and distributes written and electronic correspondence, including reports and agendas; completes special projects and other duties as assigned.

Events, Faculty Recruitment, and Member Engagement

Coordinates, plans, and oversees all aspects of institute special events, symposia, conferences, outreach events, faculty recruitment, institute member meetings, and recurring institute programming, seminars, and research events; plans and coordinates event logistics, including registration, venues, catering, audiovisual equipment, presentation materials, and evaluations; maintains event registration, attendance, abstract-submission, and evaluation records; develops detailed schedules and itineraries for multi-day institute-guest visits; coordinates institute-guest meetings with faculty, staff, and trainees across IBBI and collaborating departments; coordinates seminars, chalk talks, trainee lunches, meals, and other activities associated with institute-guest visits; solicits and tracks faculty and trainee availability, attendance, and participation; serves as the primary point of contact for invited speakers and faculty candidates before and during visits; prepares and distributes event- and recruitment-related written and electronic correspondence, including invitations and itineraries; coordinates the IBBI membership program, including member records, communications, applications, renewals, and engagement activities; coordinates the Institute’s marketing and communication functions; updates and maintains the Institute’s website, including the design and creation of content and media.

Building, Space, and Shared-Equipment Operations

Coordinates administrative operations for a five-story building; coordinates building access; coordinates scheduling, access, and use of institute conference rooms and shared spaces; maintains records related to building occupants, office assignments, access, and shared resources; sorts and distributes mail; assesses inquiries and concerns regarding the physical building, determines the appropriate course of action, and delegates matters to the appropriate person; communicates building-related issues to the appropriate facilities manager and institute members; communicates building procedures, service interruptions, safety information, and access updates to occupants; performs shared research equipment audits; serves as a liaison with Facilities Operations and Development, delivery personnel, and custodial staff.

Purchasing and Financial Administration

Initiates and coordinates purchases of supplies, equipment, services, catering, and event materials; uses and reconciles the university PCard and maintains required supporting documentation; coordinates with vendors to obtain quotes, place orders, and resolve billing or delivery issues; ensures transactions comply with university purchasing and documentation requirements; coordinates travel arrangements, reimbursements, and expense documentation for the Director, invited speakers, and faculty candidates, including transportation and lodging.

Minimum Education Required

HS Graduate or equivalent or equivalent education/experience. Bachelor degree preferred.

Additional Education Desired

Bachelor’s degree. Administrative experience in academic medicine is strongly preferred; experience utilizing OSU’s financial and human resource systems desired.

Required Qualifications

In-office presence required, with the potential for some flexibility. 6 months experience (600 hours course work or training) in customer service or communications, including researching, analyzing & interpreting information; 6 months experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; administrative experience in Infectious Diseases is strongly preferred; experience utilizing OSU’s financial and human resource systems desired; Requires successful completion of a background check; qualified candidates may be asked to complete a pre-employment physical, including a drug screen.

Function: Business Planning and Operations

Sub-Function: Administrative Assistance

Technical: T3

Additional Information:

Location:

Institute of Brain, Behavior and Immunology (0878)

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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