Administrative Assistant 2 – Hospital Medicine

The Ohio State University

2d • Onsite

About The Position

The Division of Hospital Medicine is seeking a service-oriented, professional, flexible and adaptable Administrative Assistant to support faculty, administrators, and programs in alignment with our patient care, academic, and research missions. This role requires a proactive team player who consistently demonstrates the institution’s core values of Inclusiveness, Empathy, Ownership, Determination, Sincerity, and Innovation. The Administrative Assistant will perform a wide range of administrative and secretarial duties, including calendar management, meeting coordination, travel arrangements, document preparation, and liaison responsibilities for a dynamic division comprising over 170 faculty and staff across seven hospital locations. The ideal candidate will thrive in a dynamic environment, be highly organized, have a growth mindset and possess excellent communication and interpersonal skills. The administrative assistant is expected to be a self-starter, have excellent organizational, written, and verbal communication skills and the ability to work as a part of a team in a fast-paced, strategic environment.

Requirements

• Strong organizational and time management skills with attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Ability to manage multiple priorities and adapt to changing demands
• Demonstrated professionalism, discretion, and confidentiality
• Collaborative mindset with a commitment to inclusiveness and empathy
• Initiative-driven with a sense of ownership and determination to support team goals
• Open to innovation and continuous improvement in administrative processes
• High School Diploma or GED
• Per CCS Specifications; six months experience (600 hours training) using computers to generate a variety of materials ranging from basic to complex; six months experience (600 hours course work) in office practices and procedures; six months experience (600 hours course work) in customer service.
• Requires successful completion of a background check.
• Selected candidate may be asked to complete a re-employment physical including a drug screen.

Responsibilities

• Manage and coordinate complex calendars and schedules for assigned faculty and administrators including scheduling and coordinating meetings, conferences, educational programs, and special events
• Organize meetings, conferences, educational programs, and special events, including logistics, catering, audiovisual support, and materials
• Attend meetings, record minutes, and distribute documentation
• Arrange domestic and international travel and lodging; process reimbursements and track expenses
• Draft and prepare, edit and format professional correspondence, reports, tables, and presentation materials
• Assist with grant applications, manuscripts, and research documentation
• Support faculty with credentialing, promotion & tenure documentation, CV updates, and CME tracking
• Serve as a liaison between faculty, staff, investigators, administration, and external partners
• Answer phones, respond to inquiries, and manage incoming/outgoing mail
• Support recruitment of faculty and staff including interview and hiring logistics and onboarding
• Serves as a point of contact for faculty, staff, and external partners and guests and detects and resolves day-to-day issues and conveys directives and instructions
• Maintain organized filing systems and perform divisional data entry and reporting across institutional platforms
• Provides cross-coverage and back up support for other administrative staff within the division to ensure seamless operations during absences or peak workload periods
• Perform other administrative duties as assigned

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees