Administrative Assistant 2 - College of Medicine | Surgery

The Ohio State University

21h • Onsite

About The Position

The Administrative Assistant 2 in the Division of Surgical Oncology serves as a crucial liaison between surgical oncologists and medical administrative offices, supporting the delivery of timely, high-level patient care. Key responsibilities include coordinating and scheduling patient tests, surgeries, and clinic appointments, ensuring patients receive all necessary information prior to their procedures. The role requires effective collaboration with nurse practitioners, oncology coordinators, and other departmental staff and faculty, while maintaining strict confidentiality and information security. The assistant processes faculty eRequests, eLeave, and eTravel requests and payments, and manages communications professionally. This position also involves partnering with division administrative staff for daily operations, maintaining faculty CVs and Research in View profiles, and assisting with grant applications and academic publications. General clerical and administrative duties are performed, alongside participation in employee orientation, training, and staff meetings, and maintaining an organized workspace. The role also encompasses performing a variety of administrative and secretarial tasks for faculty, administrators, and programs, including calendar management, scheduling meetings and events, making travel arrangements, and processing reimbursements. Additional duties involve drafting correspondence, preparing reports and presentations, assisting with credentialing and promotion & tenure documents, and managing incoming/outgoing mail and files.

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

• Serves as a liaison between surgical oncologists and medical administrative offices
• Supports the delivery of timely, high-level patient care
• Coordinates and schedules patient tests, surgeries, and clinic appointments
• Ensures patients receive all required information prior to appointments and procedures
• Collaborates effectively with nurse practitioners, oncology coordinators, and other departmental staff and faculty
• Maintains strict confidentiality and information security
• Processes and coordinates faculty eRequests, eLeave, and eTravel requests and payments
• Responds to emails and other communications in a timely and professional manner
• Partners with division administrative staff to support daily operations
• Maintains and updates assigned faculty CVs and Research in View profiles on an ongoing basis
• Assists faculty with preparation of grant applications and academic publications as needed
• Performs general clerical and administrative duties
• Participates in employee orientation, training, and ongoing education
• Completes all required CBLs by annual due dates
• Attends and contributes to division staff meetings
• Maintains an organized and professional workspace
• Manages incoming and outgoing physician mail and faxes
• Performs other duties as assigned
• 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
• Attends and records minutes of meetings
• Transcribes and distributes meeting records
• 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

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