Job Description

Position Duties

• Ensures daily functioning of the school’s administrative office; serving as front-line reception by answering phone calls, greeting in-person visitors and managing office supply inventory and order processing.
• Explains and clarifies rules, processes, and procedures to students, faculty and staff in accordance with School, College, and OSU policies and procedures.
• Manages incoming and outgoing mail and packages. This includes assisting laboratories with certified and time-sensitive receipt of lab materials.
• Coordinates office equipment operations, agreements and service; assists with copying, scanning, printing, and other support functions as needed.
• Manages departmental conference spaces including schedule management and basic maintenance. Maintains school calendar of events.
• Assists with meeting coordination which may include preparation of availability schedule, managing invites, coordinating catering and guest parking permits, and arranging other meeting materials.
• Assists with planning and coordination of special projects and departmental events. Physically attends events on campus and off campus (including setup/teardown) to oversee their smooth delivery while interacting with stakeholders in a professional manner.
• Assists with document preparation, data entry, and researching information; manages maintenance of confidential records and organizing and maintaining departmental files.
• Provides statistical data for departmental reporting upon request; may include creating and administering surveys and compiling results as needed.
• Maintains position manual as needed.

• Serves as school liaison for course scheduling needs, including working with the college Schedulers to update the course catalog, coordinate term and exam schedules, update room assignments, and communicate grading and wait listing deadlines with instructors.
• Provides quality assurance reviews of the Schedule of Classes each term before major registration deadlines by comparing curricular planning materials against published course schedules.
• Schedules rooms for office hours and other needed advising support.
• Provides current, informed assistance and information regarding registration processes, petitions, student record policies, and school curricula information.
• Participates in new student orientations, provides support to graduate program coordinator and head undergrad advisor with special projects as needed to enhance student retention.
• Orders textbooks for instructors; orders thesis binding and maintains thesis library.
• Supports collecting and organizing statistical data for departmental academic reporting; coordinates student surveys; compiles information from surveys for students/alumni for feedback to the school for curriculum improvement and accreditation purposes.
• Manage mailboxes and lockers for graduate students.
• Facilitates student registration by working with Advising team to identify and remove conflicts.

• Coordinates departmental telecommunication needs.
• Facilitates access to CBEE facilities; maintains Canvas training site and user records, oversees key and key card access; issues visitor badges; works with IT to ensure security access levels are properly assigned.
• Processes courtesy, affiliate, and adjunct faculty appointments and honoraria.
• Participates in the development and implementation of process improvement. Recommends changes to policies or practice based on data collected and analyzed. Supports process documentation as needed.
• Supports the facilitation of and follow up on work orders and maintenance or repairs for office spaces and equipment.
• Assists the Assistant to the School Head in performing basic website maintenance.
• Coordinates with the Office Manager to plan and assign work of 2-4 CBEE student worker(s).
• Provides administrative support for the Office Manager/Building Manager/Assistant to School Head as needed.

Minimum Qualifications

Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

Additional Required Qualifications

Preferred (Special) Qualifications

• Five (5) years of demonstrated progressive responsibility in an administrative environment.
• Demonstrated competency using the Microsoft Office Suite; history of staying technically up-to-date and gaining proficiency with new software and digital tools.
• Demonstrated experience operating and basic maintenance of office equipment (fax, printers, copy machine) and experience operating multi- line phones.
• Experience with event planning and execution.
• Experience with course or classroom scheduling management, such as Canvas and Live25Pro.
• Proficiency with software used for data storage, digital record keeping, and online surveys, such as Adobe Pro, Banner, box, CORE, DocuSign, Qualtrics, or other similar systems.

Working Conditions / Work Schedule

This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. No This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No

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