Executive Administrative Assistant to Vice Dean of Faculty Affairs

Ohio State University; Columbus (OH); On-site; USD 52,000 - 62,000; Full time

Job summary

Ohio State University, College of Medicine/Office of Health Sciences, is seeking an Executive Administrative Assistant to the Vice Dean of Faculty Affairs. The role provides advanced, confidential high-level administrative support, including calendar and meeting management, executive communications, document preparation, and travel/expense coordination.

The successful candidate will coordinate with senior university and medical center leaders, staff, and external partners, handling sensitive

Qualifications

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

Responsibilities

• Plans, coordinates, and manages calendar and meeting logistics for the Vice Dean and Senior Director.
• Prepares and reviews executive communications and documents.
• Coordinates travel and expense requests; handles purchasing and payments.
• Maintains confidentiality and exercises diplomacy with senior leaders and external partners.
• Supports faculty affairs processes and college procedures; tracks approvals and signatures.

Skills

Calendar management

Meeting coordination

Travel coordination

Expense coordination

Executive communications

Document preparation

Discretion & diplomacy

Stakeholder liaison

Education

Bachelor's degree or equivalent experience

Tools

Workday

Interfolio

DocuSign

Meditrack

Job description

Executive Administrative Assistant to Vice Dean of Faculty Affairs# Careers## Executive Administrative Assistant to Vice Dean of Faculty AffairsApply: College of Medicine/Office of Health Sciences: Full time: Posted Today: R161771Screen 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:Executive Administrative Assistant to Vice Dean of Faculty Affairs## Department:Medicine | College AdministrationServes 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 RequiredBachelor'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## Additional Information:## 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.***