Administrative Assistant 4

Ohio State University; United States; Presencial; USD 48 000 - 62 000; Tempo integral

Resumo da oferta

The Ohio State University is seeking an Administrative Assistant 4 to provide direct executive support to the Facilities Operations and Development leadership. The role manages calendars, schedules meetings, coordinates travel, and prepares executive-ready materials for higher-level leaders at the Ackerman Road complex.

The position requires strong communication skills, discretion, and the ability to handle confidential information while coordinating multiple priorities in a 40-hour first-shift

Qualificações

• High school diploma required.
• Four years of relevant experience.
• Proficiency with Microsoft 365 (Word, Excel, Visio, PowerPoint) and ability to develop polished presentations.
• Excellent verbal and written communication with sensitivity to customer relations and ability to maintain confidentiality.
• Ability to manage multiple priorities, coordinate complex calendars and travel, and prepare meeting documentation.

Responsabilidades

• Manages complex calendars and schedules meetings.
• Coordinates travel and arranges leadership coverage at meetings.
• Prepares and distributes presentations, agendas, minutes, and other executive materials.
• Attends meetings, captures notes, and translates content into clear action plans.
• Maintains confidentiality and exercises sound judgment with sensitive information.
• Supervises administrative staff and supports governance activities and budget-related tasks.

Conhecimentos

Calendar management

Communication skills

Discretion and confidentiality

Research and analysis

Prioritization

Formação académica

High school diploma

Ferramentas

Microsoft 365

Visio

PowerPoint

Workday

UKG Timekeeping

Descrição da oferta de emprego

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 Operations
• SUBFUNCTION: Administrative Assistance
• CAREER BAND: Individual Contributor - Technical
• CAREER 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.

Thank you for your interest in positions at The Ohio State University and Wexner Medical Center.