Administrative Assistant III- Cardiovascular Medicine

The Ohio State University; Davis (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

The Ohio State University invites applications for an Administrative Assistant III within the Cardiovascular Medicine division of the Department of Internal Medicine. The role provides comprehensive administrative, operational, and business support to researchers, APPs, and fellowship programs, coordinating clinical scheduling, financial transactions, HR processes, facilities, and event logistics.

Responsibilities include maintaining faculty calendars in QGenda/IHIS/Outlook, coordinating travel

Responsibilities

• Provides comprehensive administrative support to Cardiovascular Medicine attendings and Advanced Practice Providers, drafts and responds to routine correspondence, and coordinates calendars and meeting logistics.
• Manages travel arrangements and prepares expense reports within prescribed deadlines.
• Assists with onboarding/offboarding and HR processes, coordinating with department staff and university offices.
• Supports scheduling, communications, and event coordination for the Imaging and Cardio-Onc Fellowship programs.

Job description

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Job Title: Administrative Assistant III- Cardiovascular Medicine

Department: Medicine | IM Cardiovascular Medicine

The Research, APP, and Fellowship Administrative Assistant in the Division of Cardiovascular Medicine within the Department of Internal Medicine provides comprehensive administrative, operational, and business support to research faculty members, APPs, and the Imagining and Cardio-Onc Fellowship programs. This position supports the daily business functions for twenty-one faculty members and APPs and serves as a central resource for coordinating clinical scheduling, faculty support, financial transactions, human resources processes, facilities and space needs, communications, and event logistics, as well as program coordination for the Imaging and Cardio-Onc Fellowships.

Key Responsibilities:

• Maintain accurate and up-to-date clinical assignments in QGenda, IHIS, and Outlook to support faculty schedules, clinic operations, and patient care needs.
• Ensure physician leave is submitted within required timeframes and that clinic openings and closures are coordinated accurately and timely.
• Prepare and submit expense reports on behalf of physicians within the required sixty-day deadline.
• Coordinate business travel, including preparing and submitting required spend authorizations and related travel documentation.
• Support faculty onboarding, offboarding, and transitions to ensure continuity of operations and appropriate coordination with departmental, divisional, and institutional partners.
• Assist with onboarding of staff and provide administrative support related to human resources processes.
• Coordinate calendars, facilitate communication, and organize logistics for meetings, conferences, workshops, and special events.
• Prepare and distribute meeting agendas, materials, and follow-up communications as needed.
• Support facilities and space-related needs for the heart failure faculty and associated staff.
• Perform other administrative and operational duties as assigned to support the goals of the Division of Cardiovascular Medicine and the Department of Internal Medicine.
• Coordinates and supports the Imaging and Cardio-Onc Fellowships

Essential Duties:

• 30%: provides comprehensive administrative support to Cardiovascular Medicine attendings and Advanced Practice Providers, independently drafts and responds to routine correspondence; coordinates appointment calendars of assigned administrator or faculty leader; coordinates and organizes logistics for meetings, conferences, workshops and other special events; prepares and distributes agendas; records, transcribes and distributes meeting minutes; coordinates and makes travel and lodging arrangements; collects, prepares and processes requests for reimbursement of expenses.
• 30%: Graduate Medical Education collaborates with medical residency training programs in all aspects of the program and institution accreditation. Supports and maintains the educational quality of the training program and ensures compliance with accrediting bodies’ standards and other regulatory requirements for a given discipline. May oversee operational activities – budget, reporting program and faculty assessment to ensure high-quality training programs that meet the needs of the learners and align with the mission and strategic direction of the health sciences leadership.
• 20%: Coordinates and monitors daily administrative and business activities & services including financial, human resources, outreach & marketing, and facilities & space, in collaboration with Administrative Manager; implements, evaluates and modifies administrative policies & procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; provides technical and administrative guidance; researches, collects and compiles information as requested to develop complex departmental reports, aid departmental leadership in strategic planning process, and for decision making purposes; conveys directives from department leadership; acts as department’s travel, eRequest and Human Resources Action (HRA) initiator; serves as liaison with university offices, faculty, staff and outside agencies.
• 15%: Makes daily task schedule for Advanced Practice Providers.
• 5%: Assists with recruiting, hiring, and training support staff; coordinates performance management activities; works with Administrative Manager to plan, assign and monitor individual workloads of administrative support and professional services staff, as well as students; monitors and ensures staffing levels are appropriate & makes recommendations for changes in staffing; ensures adherence to departmental customer service standards; ensures work assignments are performed in an efficient & timely manner.

Additional Information:

Location: Davis Heart and Lung Research Institute (0113)

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.

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