Executive Administrative Assistant to Vice Dean of Faculty Affairs

The Ohio State University Wexner Medical Center; Columbus (OH); On-site; USD 55,000 - 85,000; Full time

Job summary

The Ohio State University Wexner Medical Center seeks an Executive Assistant to the Vice Dean and Senior Director for Faculty Affairs in the College of Medicine. You will provide advanced, confidential support, manage calendars, travel, and communications, and coordinate faculty affairs processes across university and medical center units.

Ideal candidates have a bachelor's degree or equivalent experience with 2 years of relevant administrative experience, and may undergo a pre-employment

Qualifications

• Bachelor's degree or equivalent experience.
• 2 years of relevant experience required.
• Pre-employment physical including a drug screen may be requested.

Responsibilities

• Plan, coordinate, and manage complex administrative functions for the Vice Dean and Senior Director, including calendar and meeting management.
• Prepare and review executive communications, travel and expense coordination, purchasing and payment requests.
• Serve as a primary liaison with senior university and medical center leaders, faculty, staff, and external partners regarding confidential matters.
• Anticipate, triage, and resolve complex administrative issues within college, university, and office policies.
• Coordinate faculty affairs processes and related platforms (e.g., Meditract, Interfolio).

Skills

Calendar and meeting management

Executive communications

Travel and expense coordination

Documentation preparation and review

Calendar management

Education

Bachelor's degree or equivalent experience

Tools

Interfolio

DocuSign

Meditrack

Workday

Job description

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

Thank you for your interest in working at Ohio State.

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.