Administrative Assistant

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Job Title:

Administrative Assistant

Department:

Medicine | IM Palliative MedicineJob Description Office Administrative Associate provides administrative support in the Division of Palliative Medicine in the Department of Internal Medicine; manages and coordinates day to day administrative activities for the Division Director and has authority to act on behalf of the Division Director or Division Administrator and make routine decisions related to office management in their absence; disseminates and conveys directives and information from divisional office; researches, compiles and summarizes requested information and data to aid divisional leadership in decision-making and strategic planning activities; participates in developing, implementing and administering divisional administrative and operational policies and procedures; provides a wide range of comprehensive administrative support to the Division Director including assistance with special projects on behalf of the Division Director as the head of the department wide mentoring program; manages and coordinates scheduling of administrative appointments for division director and assigned divisional faculty; plans and coordinates scheduling, set up and logistics of meetings, conferences and special events; independently composes and responds to routine correspondence; organizes and prepares agendas; takes and transcribes minutes; initiates and coordinates travel and lodging arrangements; plans, organizes and coordinates all aspects of the annual CME conference including promotional activities, recruiting and overseeing vendors, obtaining CME credentialing, developing and disseminating invitations and announcements of conference; assists with preparing scientific manuscripts and research proposals; prepares and gathers documentation for faculty in the promotion and tenure process; provides coverage for other administrative staff as necessary; assists with faculty recruitment activities. Minimum Education Required Per Classified Civil Svc Specs or equivalent combination of education and experience Required Qualifications Per CCS Specifications; six months experience (600 hours course work) in customer service and communications, including researching, analyzing and interpreting information; three months experience (300 hours course work) in budgeting; six months experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; three months experience (300 hrs course work) in supervision management. Requires successful completion of a background check. Selected candidate may be asked to successfully complete a pre-employment physical including a drug screen.

Additional Information:

50% of time: Administrative and faculty support including providing day-to-day administrative support to the Division Directors and Division Administrator. The AA3 serves as a point of contact for administrative requests, addressing inquiries and ensuring timely responses. Responsibilities include managing calendars, scheduling meetings, preparing materials for faculty and leadership, and coordinating faculty review processes, ensuring timely completion of required documentation and review forms. The AA3 drafts and edits correspondence, reports, and presentations, assists with faculty recruitment interviews by coordinating schedules, logistics, and materials, and ensures organized communication and accurate documentation of faculty review outcomes.

45% of time: Event planning, travel coordination, and fiscal management, including faculty meetings, retreats, and recruitment events by managing all logistics from scheduling to material preparation. The role involves arranging and processing travel for division leadership, ensuring compliance with OSU policies, and tracking expenses. Procurement responsibilities include initiating and tracking financial requests in Workday, such as journal entries and fund transfers, monitoring PCard expenditures, and resolving procurement transaction issues. The AA3 also assists with event-related payments, reconciliation, and vendor coordination, ensuring all financial documentation related to division events and travel is processed efficiently.

5% of time: Assists with special projects as assigned to support division leadership, participating in division-wide initiatives to improve administrative processes, and performing other work-related duties as needed to support operations.

Location:

McCampbell Hall (0303)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

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The university is an equal opportunity employer, including veterans and disability. 

As required by Ohio Revised Code section 3345.0216, Ohio State will: educate students by means of free, open and rigorous intellectual inquiry to seek the truth; equip students with the opportunity to develop intellectual skills to reach their own, informed conclusions; not require, favor, disfavor or prohibit speech or lawful assembly; create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth and tolerates differences in opinion; treat all faculty, staff and students as individuals, hold them to equal standards and provide equality of opportunity with regard to race, ethnicity, religion, sex, sexual orientation, gender identity or gender expression.