Executive Assistant

Key Responsibilities

• Executive Administrative Services – Associate Vice Provost for Academic Affairs & University Registrar
  • Manage the AVP’s calendar, scheduling, meeting logistics, and daily priorities; serve as the primary point of contact.
  • Conduct research, prepare summaries, and recommend actions on assigned topics.
  • Cook up and manage Academic Operations leadership meetings, including agendas, notes, and follow-up actions.
  • Support workgroups, committees, and councils through scheduling, communications, and meeting administration.
  • Provide confidential administrative support for personnel and budget matters.
  • Aid in advancing Academic Operations strategic priorities and goals.
  • Draft, coordinate, and manage communications, correspondence, and materials for executives, university, and external stakeholders.
  • Support sensitive personnel processes, including performance evaluations, disciplinary actions, and hiring or separation activities.
• Office Administration Support
  • Manage Academic Operations office operations, logistics, and administrative functions.
  • Provide administrative support to the Deputy University Registrar, Associate Registrars, and Directors.
  • Cook up travel arrangements and expense reconciliation in compliance with university policies.
  • Manage purchasing, inventory, equipment, supplies, and vendor services in accordance with OSU procurement requirements.
  • Serve as the Office of the Registrar liaison for technology resources, website maintenance, and office systems.
  • Cook up IT, telecommunications, equipment lifecycle management, and related troubleshooting.
  • Serve as the Office of the Registrar's primary Notary Public for student documents.
  • Manage records and file systems, ensuring compliance with retention, archival, and state records requirements.
• Budget and Financial Oversight
  • Lead budget and fiscal operations, ensuring compliance, accountability, and effective stewardship of resources.
  • Partner with the AVP to develop, monitor, and refine the Academic Operations budget in alignment with strategic priorities.
  • Provide financial forecasting, analysis, and recommendations to support decision-making.
  • Monitor and reconcile revenues and expenditures, identify trends and risks, and implement corrective actions as needed.
  • Exercise delegated budget authority to approve expenditures, contracts, and financial commitments within established limits.
  • Serve as a liaison with university finance and business services partners on budget and fiscal matters.
  • Support procurement, contracting, and expense management, ensuring compliance and timely processing.
• Commencement Operational Support & Volunteer Coordination
  • Recruit, coordinate, and assign commencement volunteers and staff in partnership with the Senior Associate Registrar.
  • Manage procurement, inventory, and distribution of commencement supplies and materials.
  • Cook up volunteer training logistics, including facilities, catering, and technology.
  • Oversee volunteer recognition and appreciation efforts.
  • Provide on-site commencement support, troubleshooting, and operational coordination.

Qualifications

• Required:
  • Bachelor's degree.
  • Three years of experience providing substantial executive administrative support, with progressively increasing responsibility, at an institution of higher education or other similarly complex organization.
  • Two years of experience with office operations, including budget development, oversight, and management.
  • Experience with Microsoft Office Suite, specifically Outlook, Word, Excel, and PowerPoint.
  • Experience analyzing multifaceted challenges using an equity lens, evaluating options, predicting outcomes and disparities, forecast consequences, and driving actionable, equitable solutions.
  • Effective verbal and written communications skills, with the ability to draft, write, and correspond professionally (and without prompts or support from AVP) with various stakeholders, including executive level management and academic constituencies.
  • Ability to work with frequent interruptions while meeting strict deadlines, with the flexibility to prioritize and manage multiple projects, activities, and tasks while priorities shift frequently.
  • Ability to cultivate and manage interpersonal relationships judiciously and empathetically.
  • Demonstrated experience making independent judgments and problem solving using a high degree of professionalism with highest attention to and respect for confidentiality, discretion, and diplomacy.
  • Proven ability to work effectively in environments characterized by ambiguity and uncertainty, with the confidence and flexibility to pivot quickly.
• Preferred:
  • Baccalaureate degree or higher in business management/operations, human resources, or higher education.
  • Experience working in higher education.
  • Experience working in a registrar's office, enrollment management office, or academic administrative unit.
  • Experience with a complex data system such as Banner, Workday, Peoplesoft, Slate, or other relational databases.
  • Experience with collaborative online tools used in project management, brainstorming, and team collaboration (e.g., Miro, Slack).
  • Experience with Microsoft applications SharePoint and CoPilot.

Working Conditions/Schedule

• This is an onsite position holding typical business hours between 8:00 a.m. to 5:00 p.m. It may be necessary to work occasional evenings or weekends.

Salary Range

• $80,300-$89,300

Anticipated Start Date

• 2026-08-24

Anticipated End Date

• We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
• OSU will conduct a review of the National Sex Offender Public website prior to hire.
• OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system.