"Administrative Assistant"

Position Overview

Working in support of the Wexner Medical Center Heart & Vascular Center Advancement team and the Heart & Vascular Center leadership team, the Administrative Assistant provides administrative support to the Sr. Director of Development, and a team of development officers, and members of the Heart & Vascular leadership team and also has the unique opportunity to assist with administrative duties in the Ross Heart Hospital leadership suite. Duties include reviewing, coordinating, maintaining and prioritizing complex schedules and meetings; proactively planning for meeting needs including agendas, briefings, and other written materials; arranging and coordinating travel plans including mileage; submitting reimbursements and other financial paperwork including requisition authorizations; screening and handling sensitive or complex inquiries; interfacing with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; creating and maintaining reports and records; typing technical and/or confidential materials; recording and transcribing minutes; maintaining and safeguarding donor contribution records of a highly confidential nature.

The administrative assistant is expected to be a self-starter, have excellent organizational, written, and verbal communication skills and the ability to work as a part of a team in a fast-paced, strategic environment.

All members of Advancement are part of creating a culture that inspires an exceptionally multifaceted and talented team and are expected to exhibit The Ohio State University's Shared Values. The Office of Advancement is committed to acting with kindness, respect, and integrity at all times and welcoming our colleagues ideas, voices, and perspectives, acknowledging that we are better together.

About the Wexner Medical Center and the Heart and Vascular Center

One of the nations leading academic health centers, The Ohio State University Wexner Medical Center offers health care services in virtually every specialty and subspecialty in medicine. Thousands of patients come to us each month for treatments and services they can't find anywhere else. Our clinical areas of distinctiveness are Cancer, Heart, Neurology, Transplantation, Diabetes, Musculoskeletal, Digestive Diseases and Critical Care. At Ohio State Wexner Medical Center, we're driving breakthrough health care solutions to improve people's lives.

The Heart and Vascular Center (HVC) is comprised of the Richard M. Ross Heart Hospital inpatient cardiovascular locations throughout the Wexner Medical Center, and the Davis Heart and Lung Research Institute (DHLRI), a robust ambulatory clinical enterprise, and a network of partner hospitals and healthcare organizations throughout the State of Ohio. At the HVC, expert physicians, surgeons, and researchers work together to care for patients and bring innovative research from the lab to the patient bedside. Thanks to ongoing clinical trials and research projects in the DHLRI, our collaborating physicians and scientists can offer patients the latest advances in diagnosis and treatment for heart and vascular conditions. From routine cardiology care to management of complex heart diseases to the most complex surgical procedures, the Ross Heart Hospital offers care for every type of heart or vascular disease.

Duties and Responsibilities

80%
Provides daily administrative support for the Heart & Vascular Center development team and Heart & Vascular Leadership team and assists with administrative roles in the Ross Heart Hospital leadership suite as needed; collaborates to understand philosophical approach and priorities; screens and handles incoming phone calls, email and correspondences; reviews, coordinates and maintains schedule of activities and calendar including all meetings, conferences, luncheons and other appointments; manages and processes confidential and sensitive correspondence; reviews and prioritizes incoming electronic and written mail; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; coordinates materials for briefings; anticipates, researches, and prepares materials for internal and external meetings; maintains and safeguards donor contribution records of a highly confidential nature; arranges and coordinates all travel plans including complex donor-centered activities and travel; prepares special reports relative to various phases of the Medical Center Development activities and programs.

10%
Researches and resolves issues and problems; assesses inquiries and concerns directed to the Advancement Team determining course of action and delegating to appropriate person to manage; uses substantial judgement and independent decision making; responds to routine inquiries from donors and staff; serves as liaison to key university and medical center officials; provides information to major donors, high-level volunteers, university and medical center officials and administrators, faculty, staff, visitors and general public; prepares and submits reimbursement of expenses; Conveys directives and sensitive information as appropriate; Collects, compiles, analyzes, develops and summarizes statistical data and reports.

10%
Performs other duties as assigned.

Required Qualifications

• One (1) year experience in an administrative support or customer service role.

Desired Qualifications

(We're committed to building a team that reflects a variety of skills and experiences and encourage you to apply even if your experience does not align perfectly)

• Bachelors degree or an equivalent combination of education and experience.
• One (1) year experience working in an academic medical center with knowledge of university and/or Medical Center organization and procedures.
• Progressively responsible administrative experience.
• One (1) year of Microsoft Office experience, with emphasis on Outlook and excel.
• Previous experience working in an Advancement setting.
• Previous experience working with Workday.

The Office of Advancement is committed to providing tools and resources for you to learn our business, proprietary databases, university-specific processes, and advancement practices.