Office Specialist 2
This position will assist the School of Biological and Population Health Sciences (BPHS) with unit level administrative support in the management of day-to-day operations. This position provides front-line office support for faculty, staff and students in the School of Biological and Population Health Sciences (BPHS). The incumbent will utilize an in-depth knowledge of institutional, College, and School policies and procedures and keen understanding of curriculum in nine academic programs to effectively communicate policies and procedures, to meet deadlines while balancing a diverse set of responsibilities, and to work effectively with administrators, faculty, staff, and students. The position will coordinate on behalf of the unit with the College Operations team when necessary. The incumbent will interact with staff in the PHHS Office of Student Success, University Scheduling Desk, the Registrar’s Office and the CPHHS Operations Team to assist course scheduling quality assurance in collaboration with the Curriculum Coordinator. This position will fill-in for the Administrative Assistant to the School Head as needed.
The School of BPHS provides undergraduate and graduate students with education in the areas of Biostatistics, Environmental and Occupational Health & Safety, Epidemiology, Global Health, Nutrition, and Kinesiology. In addition, BPHS provides support to the Lifetime Fitness program, Physical Activity Courses (PAC) and Faculty Staff Fitness (FSF) program.
Position Duties:
70% – Department Administrative Support:
• Responsible for overseeing daily functioning of the unit administrative office; including answering phone calls, greeting in-person visitors and maintaining basic office supply inventory. Work collaboratively with other staff in the School to manage general business operations and provide administrative support where needed.
• Explains and clarifies rules, processes, and procedures to students, faculty and staff in accordance with School, College, and OSU policies and procedures. Ensures visitors are provided with correct procedural information, forms, and are referred to appropriate stakeholders.
• Assist with drafting and tracking correspondence to faculty and students to ensure timely receipt of information by the School.
• Assists with department reporting by drafting or pulling forms, reports and information.
• Participates in organization of faculty meetings including managing external presenter invites, building PowerPoint decks and keeping meeting minutes for distribution to faculty.
• Maintains online archive of School administrative documents, including filing and organizing records, reports and other important documentation for faculty, staff and graduate student files.
• Assists with managing and tracking visa reporting in collaboration with the Office of International Services (OIS).
• Processes courtesy, affiliate, and adjunct faculty appointments and honoraria.
• Assists with coordinating itineraries for candidates applying to school positions/speakers/visiting scholars.
• Miscellaneous faculty support such as ordering office supplies, accessing copiers and media, scheduling group events.
• Provides back up when the Administrative Assistant to the School Head is away from the office, including handling confidential personnel issues when needed.
• Provides lead work to student workers for the department.
15% – Registration and Enrollment Support:
• Facilitates student registration requests by assisting students with Department Approval overrides, Registrar’s forms; i.e., Late Registration, Late Add/Drop, Change in Registration, etc.
• Provides quality assurance reviews of the Schedule of Classes each term before major registration deadlines by comparing curricular planning materials against published course schedules.
• Assists the Curriculum Coordinator to report enrollment trends using CORE reporting.
15% – Operations Support:
• Manages departmental conference spaces including schedule management and basic maintenance.
• Assists faculty with booking events across campus using 25Live.
• Manages incoming and outgoing mail and packages. This includes assisting laboratories with certified and time-sensitive receipt of lab materials.
• Collaborates with the College Operations Team to submit work orders and schedule maintenance or repairs for office spaces and equipment.
• Collaborates with the College Operations Team to onboard new hires; including requesting computer purchases, assigning office spaces and coordinating CN access.
• Collaborates with the Lab Safety Specialist to ensure compliance of space utilization.
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.
Ability to exercise discretion and maintain the strictest confidentiality.
Excellent customer service, including strong verbal and written communication skills.
Experience with complex scheduling.
Excellent attention to detail.
Proficiency with Microsoft Office Suite including Word, Excel, PowerPoint or equivalent.
Demonstrated ability to learn and gain proficiency with new software and digital tools.
Additional Required Qualifications:
Ability to communicate and provide clear directions for institutional policies and procedures.
Experience in a position that required high levels of organization and problem solving in a collaborative environment.
Experience supporting long-term projects that require continual information gathering and recording.
Demonstrable commitment to promoting and enhancing diversity.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
Preferred (Special) Qualifications:
Five or more years of administrative support experience.
Knowledge of university specific software such as CORE, BennyBuy, BennyHire, Concur, Live25Pro, etc.
Proficiency with software used for digital record keeping such as Adobe Pro, Docusign, Box, or similar programs.
Demonstrated ability to take initiative and meet strict deadlines.
Experience with course or classroom scheduling management.
Demonstrated ability to work independently and in a team environment.