Administrative Assistant 3- Otolaryngology

The Ohio State University; Columbus (OH); On-site; USD 38,000 - 52,000; Full time

Job summary

The Ohio State University is seeking an Administrative Assistant 3 to support the Otolaryngology-Head and Neck Surgery division within the Medicine department. The role handles complex calendars, travel planning, expense and procurement tasks, and prepares reports to support senior leadership and staff.

As a primary contact, you will greet visitors, maintain confidential materials, and coordinate with internal teams to ensure smooth operations.

Qualifications

• High School diploma or GED.
• Certification or vocational training may be required.
• Associate degree in relevant field may be preferred.
• 2 years of relevant experience required.
• 4-6 years of relevant experience preferred.

Responsibilities

• Manages complex calendars for departmental leaders, faculty and administrators.
• Creates and manages detailed domestic and international travel itineraries.
• Processes timekeeping, travel, expense, payables, and procurement transactions.
• Prepares reports or researches system-related questions as needed.
• Greet visitors and provide a professional, welcoming environment; support other administrative staff as needed.

Skills

Calendar management

Travel planning

Expense processing

Procurement

Vendor coordination

Reception duties

Education

High School diploma or GED

Associate degree preferred

Job description

Job Title:Administrative Assistant 3- OtolaryngologyDepartment:Medicine | Otolaryngology

This position serves as the Administrative Associate for Otolaryngology-Head and Neck Surgery and provides advanced administrative, organizational, and operational support to ensure the efficient functioning of the department. The role supports departmental leaders, faculty, administrators, and other high‑level stakeholders by managing complex calendars, coordinating workflow, preparing documents, and overseeing the flow and distribution of information. The Administrative Associate exercises discretion and sound judgment when handling inquiries, confidential materials, and sensitive issues, and maintains strong working relationships across the department to facilitate effective operations. Responsibilities include creating and managing detailed domestic and international travel itineraries; processing timekeeping, travel, expense, payables, and procurement transactions; and preparing reports or researching system‑related questions as needed. The position may collaborate on special events, including venue selection, catering coordination, and communication materials, and may engage with vendors or support large mailings and project logistics. As a primary point of contact for the department, the Administrative Associate greets and directs visitors, provides a professional and welcoming environment, and offers backup support to other administrative staff to ensure continuity of operations.

Minimum Education & Experience Required

High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 2 years of relevant experience required. 4-6 years of relevant experience preferred. Requires successful completion of a background check; qualified candidates may be asked to complete a pre-employment physical, including a drug screen.

Location:Eye and Ear Institute (0897)Position Type:RegularScheduled Hours:40Shift:First ShiftFinal 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.