Ohio University Administrative Specialist, Environmental and Plant Biology in Athens, Ohio
General Description: 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.
General Job Responsibilities: • May supervise or oversee the work of Technical & Administrative Support staff and/or student employees. • Resolves complex and unique problems that require an ability to interpret established policies and procedures. • Oversees department unit administrative processes. • Coordinates complex processes and initiatives such as grant proposals, contracts /or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes. • Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments. • Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals. • Manages academic courses and textbook information. Plans and maintains website as well as other department publications. • Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures.
Primary Accountabilities for this position in the Department of Environmental and Plant Biology:
ADMINISTRATIVE SUPPORT. Oversees Department Office, serving as first contact for the Department for multiple publics, including undergraduate and graduate students; parents and prospective students; faculty, University staff, alumni; and other visitors. Prioritizes work and maintains daily workflow with minimal supervision. Plans and anticipates department needs. Triages and/or resolves problems using independent judgment and interpretation of department, College, and University policies and procedures. Assists with hiring process of new faculty and staff, including coordinating itineraries for multiple-day interviews. Supervises and assigns work to student office assistants. Manages department key inventory and distribution; supplies inventory; and Department records (many confidential and/or sensitive in nature). Researches, collects and compiles data for major reports such as the Seven Year Review and promotion and tenure dossiers. Reports and tracks building and equipment issues to Facilities. (40%)
FISCAL SUPPORT. Manages all department account activity by tracking and monitoring expenses; creating and maintaining spreadsheets (some complex); and reconciling with monthly Oracle reports and OBI. Investigates and resolves discrepancies that can be routine, unique, and often complex. Creates and processes Concur reports for all department p-card holders, requiring both broad and deep familiarity with and interpretation of University policies and procedures. Tracks purchase orders; ensures payment and closes as necessary. Creates customized accounting summaries distributed monthly to faculty and staff; alerts same to impending deadlines and potential issues; advises same on spending plans and compliance with University policies and procedures. Performs monthly payroll audits of faculty, staff, graduate students, and graduate tuition scholarships by reconciling OBI data with projections. Prepares undergraduate and graduate student research and travel reimbursements. Prepares and submits graduate student contracts. Analyses costs associated with department expenses and makes recommendations based on data. (40%)
ACADEMIC SUPPORT. Manages collection and archiving of course syllabi; creation, deployment, distribution, and archiving of semester course evaluations; and online textbook submission. Ensures compliance with University policy regarding driving of University vehicles by collecting and maintaining driver documentation; schedules safety inspections, maintenance, and cleaning for department vehicles; reserves vehicles for field courses. Coordinates arrangements for Department Colloquium series by arranging travel, lodging, and reimbursement and overseeing publicity. Plans and implements special events in collaboration with Department Administrator. Enters semester course offerings in PeopleSoft and Astra; necessitates knowledge and understanding of department curriculum and curricular/Registrar policies and procedures. (20%)
Knowledge of administrative practices, policies, procedures, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related experience.
An equivalent combination of education, training, and experience is acceptable.
Specific knowledge, certifications, and licensure will apply at the position level.
Familiarity with Concur, Bobcat Buy, OBI, Astra, Class Climate, PeopleSoft. Proficiency in Excel. Knowledgeable about Ohio University policies and procedures.
Planning Unit: College of Arts & Sciences
Department: Environmental and Plant Biology
Applicants may contact this person if they have questions about this position: Connie Pollard, firstname.lastname@example.org
Employment Type: Full-Time Regular
Minimum $16.11 hourly. As a benefits eligible position, incumbent will enjoy a generous benefits package which includes health benefits, paid time off, and education benefits for both the employee and his or her eligible dependents.