Administrative Specialist | Ohio University - Military Veterans

Job Description: Department Specific Position Summary: Provides support to supervisor who oversees all campus visits on and off campus. Responsible for entering visit and event information into CRM system including but not limited to daily staff on duty, daily visit programs, group visits programs, and large visitation programs. Schedules all buildings/rooms/refreshments for majority of on-campus programs and serves as the liaison with the Office for University Accessibility in coordinating special accommodation requests for students and families participating in Undergraduate Admissions visits and events. Assists the assistant director for tours in overseeing the staffing and operations of the main admissions reception desks and areas in Chubb Hall and Baker University Student Center as well as the hiring, supervision, and training of students staffing each desk. Ensures admissions materials are always available at each desk and reception area and works closely with Baker Administrative staff on daily/weekly basis troubleshooting/anticipating best needs for visitation programs. Helps with management of the tour guide program (in absence of tour guide coordinator) and serves as hiring manager for admissions office. Department Specific General Job Responsibilities : Executes daily management of admissions reception desks scheduled with sufficient student employees (35-40), for academic year and during all breaks; in coordination with the assistant director for tours, responsible for hiring, supervising, training, scheduling, and termination of all student employees for this position. Manages/anticipates daily/weekly need for sufficient admissions marketing materials for all daily visitors. Assists with management of creating daily campus and group visits in CRM as well as monitors the campus visit registration process along with technical support staff, including telephone and online registrations; assists with incoming calls to schedule campus visits and answers other miscellaneous admissions-related questions from prospective students, parents, and high school counselors. Coordinates the scheduling of high school group campus visits, including but not limited to coordinating the agenda and visit logistics/needs and communicating necessary information and expectations with group leaders. Liaison to the Office for University Accessibility and coordinates/provides assistance to individuals requesting special accommodations when visiting campus by notifying all parties (student/families, admissions staff, tour guides, student employees) of accommodations provided. Works with Baker Administrative staff to make necessary adjustments for room size when needed based on anticipated visitor numbers. Schedules/monitors all daily visits and large visitation programs in the Baker Center's Event Management Services ( EMS ) database; schedules all rooms for special group visit programs in collaboration with Baker Scheduling. Plans, orders, and coordinates all catering and facility needs (i.e. tables, chairs, technology) for all office sponsored events. Assists in the scheduling and coordination of on-campus personnel and offices assisting with recruitment events for prospective students. Assumes project management/responsibilities of administrative duties assisting immediate supervisor and/or the admissions office including but not limited to coordinating logistics for meetings and events; monitoring and managing office supplies, equipment, and facilities; coordinating repairs and maintenance; and providing support for other miscellaneous tasks and projects. Makes decisions which require discretion and confidentiality in sensitive matters. Oversees/tracks budget management, student payroll, p-card processing for functions related to the reception desk operations, special events, conferences, travel, and other duties assigned Serves as hiring manager when positions become vacant within the Office of Undergraduate Admissions. Work extensively with department administrator and UHR in filling positions from the time positions are posted until candidate is hired. General Job Summary: 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. Minimum Qualifications: 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. Planning Unit: Vice President Enrollment Management Department: Admissions Applicants may contact this person if they have questions about this position: Erin Fraunfelter, fraunfee@ohio.edu Employment Type: full-time regular Advertised Salary: Minimum $16.84 hourly. Salary is accompanied by our generous university benefits such as tuition for self and dependents, a comprehensive insurance package (including but not limited to health, prescription, vision, dental, and life insurance), an excellent retirement plan including company contributions, parental leave, adoption reimbursement, and more. OHIO is also proud to offer wellness programs, on-site wellness facilities, and a generous employee assistance program. Additional Information is available at: https://www.ohio.edu/hr/benefits/ .