Administrative Assistant 2 – Hospital Medicine

The Ohio State University

1d • 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

• 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.
• 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

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

• Eligible Ohio State employees receive comprehensive benefits packages, including medical, dental and vision insurance, tuition assistance for employees and their dependents, and state or alternative retirement options with competitive employer contributions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED