Executive Administrative Assistant to Vice Dean of Faculty Affairs

The Ohio State University; United States; On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

Paid time off

State retirement plan or equivalent

Job summary

The Ohio State University invites applications for an Executive Administrative Assistant to the Vice Dean of Faculty Affairs in the College of Medicine. The role provides high-level administrative support, coordinating calendar management, travel, documents, and communications while handling sensitive information with discretion.

Primary duties include liaising with senior leaders and faculty, managing priority matters, and supporting faculty affairs processes within established policies.

Qualifications

• 2 years of relevant administrative experience required.
• Bachelor's degree or equivalent experience.
• Preferred: 4 years of progressively responsible administrative experience supporting senior leaders.

Responsibilities

• Plan, coordinate, and manage complex administrative functions for the Vice Dean and Senior Director.
• Manage calendars and meetings; prepare and review executive communications and documents.
• Coordinate travel and expense processes; handle purchasing and payment requests.
• Liaise with senior university leaders, faculty, staff, and external partners on confidential matters.

Skills

Calendar management

Travel coordination

Executive support

Discretion

Professional communication

Education

Bachelor's degree or equivalent experience

Tools

Interfolio

DocuSign

Meditrack

Workday

Job description

Screen 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 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 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.

Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions. The university is an equal opportunity employer, including veterans and disability.

At Ohio State, you’ll find work that inspires you. We offer roles and growth opportunities in countless fields and specialties — including a job that’s right for you. Ohio State benefits give you options to take care of what matters most to you — and opportunities to make adjustments as your life and needs change, including:

• Medical, dental and vision coverage, with Ohio State paying a significant portion of the cost.
• Paid time off, including sick and vacation time and 11 holidays.
• State retirement plan or an alternative retirement plan, both with generous employer contributions.

As Buckeyes, we accomplish more together. No matter your role, you’ll be part of creating what people need now: pathways to education, research and health care. Working at Ohio State means you’re part of a team with a strong sense of community and an unwavering commitment to excellence — and, of course, incomparable Buckeye spirit. We bring out the best in people, help each other succeed and learn together. By joining Ohio State, you become part of a top-20 public university with one of America’s leading academic health centers. We’re a team of dedicated colleagues with access to boundless resources that support you.

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