Administrative Assistant

Ohio State University; Columbus (OH); On-site; USD 61,176,000 - 79,887,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

Paid time off and holidays

Retirement plan options

Job summary

The Ohio State University is seeking an Administrative Assistant for the Dentistry | Periodontology division. The role provides essential admin and scheduling support, manages the Division Chair’s calendar, and coordinates communications with faculty, residents, students and external partners.

The position emphasizes discretion, strong organizational skills, and proficiency with Microsoft Office. Experience with Workday/timekeeping and financial processes is valued, and a collaborative team

Qualifications

• 2 years of relevant experience required.
• High School diploma or GED.
• Strong organizational, planning, and time-management skills.
• Excellent interpersonal and communication abilities.
• Ability to handle confidential information with discretion.
• Proficiency in Word, Excel, PowerPoint, Outlook and related systems.
• Attention to detail and accuracy; able to work independently.

Responsibilities

• Provide administrative support to the Division Chair and faculty.
• Manage the Division Chair’s calendar and travel arrangements.
• Coordinate meeting logistics and prepare materials.
• Serve as liaison between Chair, staff, residents, students, and partners.
• Draft correspondence and reports using Microsoft Office.
• Screen calls and inquiries; maintain filing systems.
• Prepare and distribute teaching and clinical schedules.
• Maintain divisional records for compliance and audits.
• Process purchase orders and financial transactions.

Skills

Organizational skills

Communication

Discretion

Attention to detail

Time management

Customer service

Independent work

Education

High School diploma or GED

Associate degree (preferred)

Tools

Microsoft Office

Job description

Screen reader users may encounter difficulty with this site. For assistance with applying, please contact [e-mail]. If you have questions while submitting an application, please review these frequently asked questions. Current Employees and Students: If you are currently employed or enrolled as a student at The Ohio State University, please log in to Workday to use the internal application process. Welcome to The Ohio State University's career site. We invite you to apply to positions of interest. In order to ensure your application is complete, you must complete the following: Ensure you have all necessary documents available when starting the application process. You can review the additional job description section on postings for documents that may be required. Prior to submitting your application, please review and update (if necessary) the information in your candidate profile as it will transfer to your application.

Job Title

Administrative Assistant

Department

Dentistry | Periodontology

The Administrative Assistant serves as the primary administrative support professional for the Division of Periodontology within the College of Dentistry. This position acts as a key liaison between the Division Chair, faculty, staff, advanced education residents, and dental students. The role is responsible for coordinating academic, clinical, and administrative activities within the division while maintaining the highest degree of professionalism, discretion, and confidentiality. Reporting directly to the Division Chair, the Administrative Assistant ensures the efficient operation of divisional functions through comprehensive administrative support, scheduling coordination, financial processing, compliance management, and engagement.

Essential Duties and Responsibilities

Administrative and Executive Support:

• Provide comprehensive administrative support to the Division Chair and division faculty.
• Manage and maintain the Division Chair’s calendar, including scheduling meetings, appointments, conferences, and business travel arrangements.
• Coordinate meeting logistics, reserve meeting spaces, prepare agendas and supporting materials, and assist with meeting follow-up activities.
• Serve as the primary liaison between the Division Chair and faculty, staff, residents, students, and external partners.
• Serve as a Workday timekeeping approval backup for the Advanced Education Program Director and/or Graduate Clinic Staff Manager.
• Draft and prepare correspondence, reports, presentations, agendas, and other professional communications utilizing Microsoft Office products.
• Screen and respond to incoming calls, visitors, mail, and email inquiries, exercising sound judgment and professionalism.
• Maintain both electronic and paper filing systems to ensure accurate record retention and accessibility.

Academic and Clinical Scheduling:

• Prepare, coordinate, maintain, and distribute teaching and clinical schedules for faculty, residents, and students.
• Monitor and update divisional teaching schedules each semester to support academic and clinical operations.
• Collaborate with faculty and Chair to ensure schedule accuracy and timely communication of changes.

Compliance and Records Management:

• Maintain and organize divisional records, documents, and files required for accreditation, compliance, regulatory, and institutional requirements.
• Collect, track, and compile data for reports, audits, and operational assessments.
• Prepare reports and documentation as requested by the Division Chair and College leadership.
• Ensure records are maintained in accordance with university policies and applicable regulations.

Financial and Business Operations Support:

• Process purchase orders and support procurement activities for divisional operations and events.
• Assist with accounts payable submissions, expense reimbursements, and other financial transactions in accordance with university policies.
• Support faculty and residents with business travel arrangements, travel documentation, and expense reporting.
• Monitor and coordinate administrative processes to ensure timely completion of financial and operational activities.

Faculty Recruitment and Visitor Coordination:

• Coordinate logistics for faculty candidate interviews, guest speakers, visiting scholars, and other visitors.
• Partner with the Dean’s Office and other university departments to arrange travel, accommodations, itineraries, meetings, and related activities for candidates and guests.
• Serve as a welcoming point of contact for visitors and guests to the division.

Required Education and Competencies

• 2 years of relevant experience required.
• High School diploma or GED.
• Strong organizational, planning, and time-management skills with the ability to manage multiple priorities.
• Exceptional interpersonal and communication skills, with the ability to interact effectively with individuals at all levels of the organization.
• Demonstrated ability to handle confidential and sensitive information with discretion, tact, and diplomacy.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and other administrative systems.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while contributing positively to a collaborative team environment.
• Customer service orientation with a professional and courteous approach to internal and external stakeholders.

Experience and Competencies Preferred

• Associate degree in relevant field.
• 4-6 years of relevant experience.

Pay Range

$21.35 - $27.88 (based on experience and education)

Additional Information

Location: Postle Hall (0024) 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.

Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions.

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

At Ohio State, you’ll find work that inspires you. We offer roles and growth opportunities in countless fields and specialties — including a job that’s right for you.

Ohio State benefits give you options to take care of what matters most to you — and opportunities to make adjustments as your life and needs change, including:

• Medical, dental and vision coverage, with Ohio State paying a significant portion of the cost.
• Paid time off, including sick and vacation time and 11 holidays.
• State retirement plan or an alternative retirement plan, both with generous employer contributions.

As Buckeyes, we accomplish more together.

No matter your role, you’ll be part of creating what people need now: pathways to education, research and health care. Working at Ohio State means you’re part of a team with a strong sense of community and an unwavering commitment to excellence — and, of course, incomparable Buckeye spirit. We bring out the best in people, help each other succeed and learn together. By joining Ohio State, you become part of a top-20 public university with one of America’s leading academic health centers. We’re a team of dedicated colleagues with access to boundless resources that support you.

Review the Frequently Asked Questions for details on using Workday and submitting your application.