Executive Administrative Assistant to Vice Dean of Faculty Affairs

The Ohio State University; Dunboyne; On-site; EUR 55,000 - 75,000; Full time

Job summary

The Executive Administrative Assistant to the Vice Dean of Faculty Affairs provides confidential, proactive support to the Vice Dean and Senior Director for Faculty Affairs at The Ohio State University Wexner Medical Center.

The role independently coordinates complex administrative tasks, including calendar, travel, communications, and document preparation, liaising with senior leaders and external partners.

Qualifications

• Bachelor's degree or equivalent experience required.
• 2 years of relevant administrative experience required.

Responsibilities

• Plan, coordinate and manage complex administrative functions for the Vice Dean and Senior Director.
• Manage calendar, meetings, and executive communications.
• Prepare and review documents, coordinate travel and expenses.
• Handle purchasing and payment requests and time-sensitive matters.
• Serve as liaison with senior leaders, staff and external partners.

Skills

Calendar management

Executive communications

Discretion & diplomacy

Prioritization

Education

Bachelor's degree or equivalent

Tools

Interfolio

DocuSign

Meditract

Workday

Job description

Job Title:

Executive Administrative Assistant to Vice Dean of Faculty Affairs

Department:

Medicine | College Administration

Serves as the Executive Assistant to the Vice Dean and Senior Director for Faculty Affairs College of Medicine at The Ohio State University Wexner Medical Center (OSUWMC), providing advanced, confidential, and proactive high-level administrative support. Independently plans, coordinates, and manages complex administrative functions for the Vice Dean and Senior Director, including calendar and meeting management, executive communications, document preparation and review, travel and expense coordination, purchasing and payment requests, and prioritization of time-sensitive matters. Serves as a primary liaison with senior university and medical center leaders, faculty, staff, and external partners regarding confidential matters, exercising sound judgment, diplomacy, discretion, and initiative in managing sensitive information and competing priorities. Anticipates, triages, and resolves complex administrative issues within established college, university, and office policies, escalating precedent-setting matters as appropriate. Coordinates, tracks, and troubleshoots assigned faculty affairs processes, including University Offices of Academic and Legal Affairs approvals, faculty letters of offer signature and activation phases in Meditract or other future platforms, college committee communications, and Interfolio-related coordination. Develops and/or maintains working knowledge of Faculty Rules, university faculty lifecycle policies, and related college and university procedures. Supports Office of Faculty Affairs administrative operations, meetings, retreats, records, and special projects as assigned.

Minimum Education & Experience Required

Bachelor's degree or equivalent experience. 2 years of relevant experience required. Qualified candidates may be requested to complete a pre-employment physical including a drug screen.

Preferred Qualifications:

4 years of progressively responsible administrative experience, including advanced calendar, meeting, travel, correspondence, and priority management support for senior leaders or high-profile stakeholders preferred. Demonstrated discretion, diplomacy, sound judgment, and professionalism in handling confidential and sensitive information. Experience in an academic medical center, higher education, health sciences, or similarly complex setting. Experience supporting faculty affairs, academic appointments, promotion and tenure, faculty recruitment, academic policy processes, or executive-level academic leadership. Familiarity with Interfolio, DocuSign, Meditract, Workday, or similar enterprise systems desired.

Function: Business Planning and Operations

Subfunction: Administrative Assistance

Band: Individual Contributor-Specialized

Level: S2

Location:

Hamilton Hall (0038)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

The university is an equal opportunity employer, including veterans and disability.