Administrative Assistant 4

Ohio State University; Columbus (OH); On-site; USD 52,000 - 76,000; Full time

Job summary

The Ohio State University seeks an Administrative Assistant 4 for University Hospital's Facilities Administration to support senior leaders. The role manages calendars, schedules meetings, coordinates travel, and prepares presentations and materials, while maintaining confidentiality and handling sensitive inquiries with professionalism.

You will supervise administrative staff, assist with governance prep, and support operations at the Ackerman Road Complex on the first shift, with occasional

Qualifications

• High school diploma and four years of relevant experience.
• Proficiency with Microsoft 365 tools (Word, Excel, Visio, PowerPoint).
• Excellent verbal and written communication with ability to handle confidential information.

Responsibilities

• Manage complex calendars and schedule meetings.
• Coordinate travel and leadership coverage for meetings.
• Prepare and distribute presentations, agendas and minutes.
• Handle confidential inquiries with professional discretion.

Skills

Calendar management

Verbal and written communication

Discretion and confidentiality

Multitasking

Relationship building

Education

High school diploma

Tools

Microsoft Word

Excel

Visio

PowerPoint

Job description

Administrative Assistant 4# Careers## Administrative Assistant 4Apply: University Hospital: Full time: Posted Today: R161449Screen 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 4## Department:University Hospital | Facilities Administration**Position Scope/Summary**The Ohio State Wexner Medical Center is committed to enhancing the quality of care provided to patients through teaching, research and patient care. The activities of the Wexner Medical Center Facilities Operations and Development (FOD) Department support a 24-hour, 7 day a week operation. This position provides direct executive support to FOD senior director, directors, and managers. Manages complex calendars, schedules meetings, coordinates travel and arranges leadership coverage at meetings when needed. Prepares and distributes presentations, meeting agendas and minutes, correspondence, and other executive-ready materials. Attends meetings with the senior director, captures notes and decisions, and converts meeting content into clear action plan. Maintains strict confidentiality and uses sound judgment when handling sensitive information and inquiries from customers, administrators, and staff. Processes purchase and travel requests and reimbursements, tracks expenditures against budget allocations, edits timekeeping, and coordinates recognition activities and gifts.Supervises other administrative support staff and/or students to ensure accurate, consistent, and efficient operations. Provides direction, coaching, workload coordination, and performance support, and addresses difficult or sensitive conversations professionally. Supports executive and board governance activities, including advance planning and preparation for recurring leadership and WELD Board meetings. Assists other FOD Operations areas when required. Performs other related duties as assigned.Primarily works on first shift at our Ackerman Road Complex, but is subject to occasional changes in shift, hours, days, and/or location as operations dictate. In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as an essential position. Requires successful completion of a background check.**Minimum Required Qualifications**High school diploma. Four years of relevant experience required. Proficiency with Microsoft 365 software programs such as Word, Excel, Visio, and PowerPoint, including demonstrated ability to develop polished presentations from outlines or bullet points. Excellent verbal and written communication skills with sensitivity to customer relations; demonstrated discretion and ability to maintain confidentiality; proficiency in researching, analyzing, interpreting and synthesizing information; demonstrated proficiency in managing multiple priorities, coordinating complex calendars and travel, preparing meeting documentation, and relationship building. Demonstrated ability to communicate professionally and navigate difficult or sensitive conversations.**Desired Qualifications**Six to eight years of administrative, executive support or operational experience; excellent organizational skills; ability to work independently, anticipate needs, and manage multiple priorities; experience supporting senior leaders, executive meetings, or board governance; proficiency with Workday and UKG Timekeeping; experience preparing staffing and talent acquisition reports; ability to handle sensitive inquiries from customers and administrators; supervision experience; knowledge of university policies, rules, and regulations. **Career Roadmap**FUNCTION: Business Planning and OperationsSUBFUNCTION: Administrative AssistanceCAREER BAND: Individual Contributor - TechnicalCAREER LEVEL: T4## Additional Information:## Location:University Hospital - Doan Hall (0089)## 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.***