Executive Administrative Assistant to Vice Dean of Faculty Affairs

The Ohio State University; Columbus (OH); On-site; USD 60,000 - 85,000; Full time

Job summary

The Ohio State University is seeking an Executive Administrative Assistant to the Vice Dean of Faculty Affairs in the College of Medicine. The role entails providing high-level, confidential administrative support, managing complex calendars, coordinating meetings and travel, and preparing executive communications for the Vice Dean and Senior Director of Faculty Affairs at OSUWMC.

Located at Hamilton Hall, the position requires a Bachelor's or equivalent experience and 2 years of relevant

Qualifications

• Bachelor's degree or equivalent experience is required.
• 2 years of relevant experience required.

Responsibilities

• Provide advanced, confidential administrative support to the Vice Dean and Senior Director for Faculty Affairs.
• Plan, coordinate, and manage calendars, meetings, travel, and expense coordination.
• Prepare and review executive communications and documents.
• Liaise with senior leaders, faculty, staff, and external partners on confidential matters.
• Coordinate faculty affairs processes and approvals (Meditrack or future platforms).
• Support Faculty Affairs operations, meetings, records, and special projects.

Skills

Executive support

Calendar management

Travel coordination

Document preparation

Education

Bachelor's degree or equivalent experience

Tools

Interfolio

DocuSign

Meditrack

Workday

Job description

Job Title: Executive Administrative Assistant to Vice Dean of Faculty Affairs

Department: Medicine | College Administration

Serves as the Executive Assistant to the Vice Dean and Senior Director for Faculty Affairs College of Medicine at The Ohio State University Wexner Medical Center (OSUWMC), providing advanced, confidential, and proactive high-level administrative support. Independently plans, coordinates, and manages complex administrative functions for the Vice Dean and Senior Director, including calendar and meeting management, executive communications, document preparation and review, travel and expense coordination, purchasing and payment requests, and prioritization of time-sensitive matters. Serves as a primary liaison with senior university and medical center leaders, faculty, staff, and external partners regarding confidential matters, exercising sound judgment, diplomacy, discretion, and initiative in managing sensitive information and competing priorities. Anticipates, triages, and resolves complex administrative issues within established college, university, and office policies, escalating precedent-setting matters as appropriate. Coordinates, tracks, and troubleshoots assigned faculty affairs processes, including University Offices of Academic and Legal Affairs approvals, faculty letters of offer signature and activation phases in Meditract or other future platforms, college committee communications, and Interfolio-related coordination. Develops and/or maintains working knowledge of Faculty Rules, university faculty lifecycle policies, and related college and university procedures. Supports Office of Faculty Affairs administrative operations, meetings, retreats, records, and special projects as assigned.

Minimum Education & Experience Required

Bachelor's degree or equivalent experience. 2 years of relevant experience required. Qualified candidates may be requested to complete a pre-employment physical including a drug screen.

Preferred Qualifications

4 years of progressively responsible administrative experience, including advanced calendar, meeting, travel, correspondence, and priority management support for senior leaders or high-profile stakeholders preferred. Demonstrated discretion, diplomacy, sound judgment, and professionalism in handling confidential and sensitive information. Experience in an academic medical center, higher education, health sciences, or similarly complex setting. Experience supporting faculty affairs, academic appointments, promotion and tenure, faculty recruitment, academic policy processes, or executive-level academic leadership. Familiarity with Interfolio, DocuSign, Meditract, Workday, or similar enterprise systems desired.

Function

Business Planning and Operations

Subfunction

Administrative Assistance

Band

Individual Contributor-Specialized

Level

S2

Location: Hamilton Hall (0038)

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.

The university is an equal opportunity employer, including veterans and disability.