Administrative Assistant 2 - Surgery

The Ohio State University

6d • Onsite

About The Position

This position functions as an Administrative Assistant within the Divisions of General GI Surgery & Colon & Rectal Surgery in the Department of Surgery. The role involves performing a variety of administrative and secretarial tasks to support assigned faculty, administrators, and programs in their patient care, academic, and research missions. Key duties include coordinating calendars, scheduling meetings and events, resolving daily issues, and conveying directives. The assistant will also research and summarize information for decision-making, compose correspondence, make travel arrangements, manage expense reimbursements, prepare reports and presentations, and assist with grant applications, manuscripts, and research reports. Additionally, the role supports faculty with credentialing and promotion & tenure documents, updates CVs, tracks CME documentation, answers phones, serves as a liaison, manages mail, maintains files, and provides office support for scheduling, IHIS, and patient care coordination. The position may also serve as a back-up secretary for other physician offices and assist with faculty and staff recruitment.

Requirements

• High School diploma or GED.
• 1 year of relevant experience required.

Nice To Haves

• Certification or vocational training may be preferred.
• 2-4 years of relevant experience preferred.

Responsibilities

• Performs a variety of administrative and secretarial tasks to assigned faculty, administrators, and programs in support of patient care, academic, and research missions.
• Coordinates and maintains appointment calendars.
• Schedules and coordinates meetings, conferences, educational programs, and special events including logistics.
• Detects and resolves day to day issues.
• Conveys directives and instructions.
• Researches, gathers, and summarizes information and data to aid research program leaders in decision-making and strategic planning.
• Independently composes correspondence and finalizes draft copies of correspondence.
• Makes national and international travel and lodging arrangements.
• Collects receipts, prepares requests for, and tracks reimbursement of expenses.
• Drafts and prepares correspondence.
• Prepares reports, tables, and slides for presentations.
• Assists with preparation of grant applications, manuscripts, and research reports.
• Assists faculty with preparation of credentialing and promotion & tenure documents.
• Updates CV (curriculum vitae) and tracks CME (Continuing Medical Education) documentation.
• Answers phones and inquiries.
• Serves as liaison for faculty, staff, investigators, administration, and external customers and organizations.
• Opens, screens and distributes mail.
• Establishes and maintains files.
• Performs other duties as assigned.
• Coordinates administrative needs of the program.
• Assists with recruitment of faculty and staff.
• Provides office support services related to scheduling, IHIS; coordinating and facilitating patient care.
• Serves as back-up secretary for other physician offices as needed.

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: Mid Level
• Education Level: High school or GED