Administrative Assistant

Ohio State University; North Carolina; On-site; USD 35,000 - 50,000; Full time

Job summary

The Ohio State University is seeking an Administrative Assistant to provide comprehensive administrative support to the Division Chair and division faculty in the Dentistry | Periodontology department.

You will manage the Division Chair's calendar, coordinate meetings and travel, prepare agendas and reports, handle correspondence, maintain filing systems, support teaching and clinical scheduling, and assist with compliance, records, procurement, and travel arrangements.

Qualifications

• 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 work independently and collaboratively in a fast-paced environment.

Responsibilities

• 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 spaces, prepare agendas and materials, and assist with follow-up activities.
• Serve as liaison between the Division Chair and faculty, staff, residents, students, and external partners.
• Draft and prepare correspondence, reports, presentations, and other professional communications using Microsoft Office.
• Screen and respond to calls, visitors, mail, and email inquiries with professionalism.
• Maintain electronic and paper filing systems for accurate record retention.

Skills

Organizational

Planning

Time management

Interpersonal communication

Education

High school diploma or GED

Job description

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Job Title: Administrative Assistant

Department: Dentistry | Periodontology

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