Ohio University's Office of Global Affairs and International Studies seeks a motivated and collaborative individual to join our team! This position provides advanced executive assistance to the Vice Provost for Global Affairs and International Studies. It requires a high degree of professionalism and confidentiality.
The incumbent serves as first line of contact for the VP to internal and external constituents including faculty, staff, students, and external domestic and international community members, partners and alumni. The incumbent shall be adept at evaluating and prioritizing scheduling issues presented to the VPGAIS, and be able to anticipate the executives' needs as well as being comfortable handling unique office situations specifically related to the management of the VPGAIS' schedule.
Duties include but are not limited to: managing electronic calendar of the VPGAIS to ensure meetings are executed with precision; coordinating meetings and events with external and internal stakeholders including major delegations. The incumbent will manage travel arrangements, process and substantiate purchasing card transactions, attend meetings, draft correspondence, and prepare meeting minutes as required.
The incumbent will monitor e-mail and communicate on behalf of VPGAIS to internal and external constituents ensuring that timely and professional responses are sent on behalf of the Vice Provost as needed. Incumbent should be adept at drafting letters and documents, collecting and analyzing information, and preparing briefing documents. The incumbent will initiate and manage high-level communications with internal and external constituents as required (e.g. overseas institutions, partners, and governmental contacts).
The incumbent will support incoming and outgoing university delegations and special events (e.g. awards gala and keynote events during as International Education Week), This can include but is not limited to: creating and managing schedules, creating and updating briefing materials, coordinating with others on the team to manage events, and communicating with the executive leadership.
Incumbent will also support scheduling related to the Office of Global Affairs for events and university committees under the purview of the VPGAIS.
Other duties as assigned.
GENERALPOSITIONDESCRIPTION: 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.
GENERALJOBRESPONSIBILITIES: 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.
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.
Associate Degree // Bachelor Degree is preferred
Planning Unit: Global Affairs and International Studies
Department: Global Affairs & International Studies
Applicants may contact this person if they have questions about this position: Diane Cahill, firstname.lastname@example.org
Employment Type: Full-Time Regular
minimum $18.81 hourly
Internal Number: 30759
About Ohio University
Ohio University is home to one of the nation’s friendliest and most picturesque campuses. But more importantly, it’s where you can become part of a two-century tradition of excellence and embark upon a rewarding career that will make a real difference. From teaching and research to admissions, facilities maintenance, and residence life, our faculty and staff propel Ohio University’s mission of helping students become their best selves. OHIO offers competitive compensation and outstanding benefits. For a complete list of employment opportunities, please visit www.ohiouniversityjobs.com.Ohio University is an equal access/equal opportunity affirmative action institution. For more information about Ohio University’s policies prohibiting discrimination and harassment, visit www.ohio.edu/equity.