Administrative Assistant, Office of The Chief of Staff

Requisition ID: req3241

Job Title: Administrative Assistant, Office of The Chief of Staff

Department: Chief of Staff

Location: Columbus Campus

Employment Type: Staff

Employment Status: Board Approved

Bargaining Unit: Non-Bargaining Unit

FLSA Status: Non-Exempt

Compensation Type: Hourly

Compensation: $21.89

Schedule: Mon - Fri; Hours may vary

Job Description:

The College

Community colleges are uniquely positioned to respond to workforce needs and make higher education an affordable reality. There has never been a better time to join a two-year college, and there’s no better place to do it than at Columbus State. A laser focus on student success and a partnership mindset have established Columbus State as a key talent provider in a thriving regional economy, and a premier community college that is changing the nation’s education and workforce landscapes.

With more than 46,000 students across two campuses, at several regional learning centers, and online, Columbus State is the nation’s only institution recognized as an Achieving the Dream (ATD) college, an AACC Guided Pathways institution, and a participant in The Right Signals Initiative through the Lumina Foundation. Columbus State employees at all levels benefit from an engaging, collaborative, and supportive culture that rewards innovation and vision.

We provide competitive compensation, comprehensive benefits, and professional development opportunities. We are dedicated to ensuring that the diversity of Columbus State faculty and staff reflects that of our students and region. We are proud to be a central part of a community that embraces differences and celebrates the many cultures, beliefs, and lifestyles that define Central Ohio.

The City

Columbus, Ohio is also home to The Ohio State University and more than 30 other colleges and universities as well as the headquarters of multiple Fortune 500 companies. Columbus is one of America’s fastest-growing cities, offering a wealth of cultural experiences, dining, entertainment, shopping opportunities, and more. That’s why Central Ohio residents find living here so fulfilling, both professionally and personally.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description.

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this position description.

Position Summary

The Administrative Assistant in the Office of the Chief of Staff performs responsible and professional work providing comprehensive administrative, clerical, and project support for the Chief of Staff. This role utilizes advanced office and research skills depending upon position assignment and skill level demands.

Responsible for compiling reports, scheduling meetings, preparing agendas and meeting minutes, responding to routine and complex correspondence, creating presentations, preparing statistical documents, and completing administrative support projects for the Office of the Chief of Staff that may be sensitive in nature.

Core Competencies Required

Professionalism, Managing Work, Continuous Improvement, Customer/Student/Employee Focus, Collaboration, Communication, Quality Orientation, Technology Savvy, Positive Approach, Managing Relationships

ESSENTIAL JOB FUNCTIONS

Administrative Support

Carries out major assignments in conducting the operations of the Office of the Chief of Staff. Monitors email, and projects logistics and deadlines. Manages administrative responsibilities on behalf of the office that require the exercising of independent discretion pertaining to matters of significance.

Assists Chief of Staff with college-boards and college cabinet related planning, to include meeting scheduling, note taking & reporting, board member support, issue forecasting, etc. Acts a key contact for the Office of the Chief of Staff and Chief of Staff. Coordinates closely with cabinet support personnel to, streamline calendar management, meetings, and special projects. Serves as a liaison between the Chief of Staff and their staff, as a well as with external stakeholders.

Assists with transmitting information and assignments to staff and monitors due dates. Records minutes and distributes as required. Completes special projects as assigned. Determines and implements methods and research for completing projects in consideration of overall goal and project results.

Communication and Customer Service

Maintains excellent working relations with the internal and external contacts as representative of the College and the Chief of Staff. Advises and influences stakeholders on various matters.

Collaborates closely with internal administrative support networks and other key Columbus State departments.

Clerical

Tracks all activities, evaluates effectiveness and makes recommendations for improvement. Completes and maintains required documentation. Keeps accurate records. Tracks emails, communications, and scheduling requests.

Researches, tracks, and briefs the Chief of Staff on relevant legislation, current events, College events, and other related matters.

Will staff the President and Chief of Staff at internal and external events.

Diversity, Equity and Inclusion

Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community.

OTHER DUTIES AND RESPONSIBILITIES

Attends all required department meetings and training. Other duties as required. *Regular, predictable, and punctual attendance is required.

Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description.

While performing duties of this job, the employee regularly exhibits digital dexterity when entering data into computer.
The employee regularly sits, but may stand and walk for extended periods of time.

Employee converses verbally or manually with others in person and by telephone. Employee occasionally reaches with hands or arms, climbs or balances and stoops, kneels, crouches or crawls.

Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee occasionally lifts or exerts force of up to 10 pounds when moving files, boxes and other materials.

Working Conditions

Typical office environment. Regular exposure to moderate noise typical to business offices.

SKILLS, KNOWLEDGE AND ABILITIES

Knowledge of: human resource practices, standard office procedures and practices; office administration; business English word usage, spelling, sentence structure, and punctuation; business and legal formats.

Skill in: MS Word, MS Excel and general office applications; excellent verbal and written communication; organization; customer service; conflict resolution; general typing; application of job software including word processing and spreadsheets; proofreading standard business correspondence and other written documents; customer service; office organization; creating functional report formats; verbal and written communications.

Ability to: develop and maintain effective working relationships with associates, vendors, students, telephone users and general public; maintain confidential and sensitive information; use good judgment; perform complex tasks and prioritize multiple projects; effectively communicate information in oral and written forms; excellent listening skills and participant in collaborative work; develop and maintain effective working relationships with colleagues and stakeholders across the College; effectively work with persons of varying cultures and diversity; problem solve effectively; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently.

Minimum Qualifications:

Associate’s Degree in Office Administration or a related field. Three (3) years of administrative support or other related field. *An appropriate combination of education, training, coursework and experience may qualify a candidate. State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s).