Administrative Assistant 4

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Job Title:

Administrative Assistant 4

Department:

University Hospital | Facilities Administration

Position Scope/Summary

The Ohio State Wexner Medical Center is committed to enhancing the quality of care provided to patients through teaching, research and patient care. The activities of the Wexner Medical Center Facilities Operations and Development (FOD) Department support a 24-hour, 7 day a week operation.  This position provides direct executive support to FOD senior director, directors, and managers. Manages complex calendars, schedules meetings, coordinates travel and arranges leadership coverage at meetings when needed. Prepares and distributes presentations, meeting agendas and minutes, correspondence, and other executive-ready materials.   Attends meetings with the senior director, captures notes and decisions, and converts meeting content into clear action plan. Maintains strict confidentiality and uses sound judgment when handling sensitive information and inquiries from customers, administrators, and staff. Processes purchase and travel requests and reimbursements, tracks expenditures against budget allocations, edits timekeeping, and coordinates recognition activities and gifts.

 

Supervises other administrative support staff and/or students to ensure accurate, consistent, and efficient operations. Provides direction, coaching, workload coordination, and performance support, and addresses difficult or sensitive conversations professionally. Supports executive and board governance activities, including advance planning and preparation for recurring leadership and WELD Board meetings. Assists other FOD Operations areas when required. Performs other related duties as assigned.

 

Primarily works on first shift at our Ackerman Road Complex, but is subject to occasional changes in shift, hours, days, and/or location as operations dictate. In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as an essential position. Requires successful completion of a background check.

 

Minimum Required Qualifications

High school diploma. Four years of relevant experience required. Proficiency with Microsoft 365 software programs such as Word, Excel, Visio, and PowerPoint, including demonstrated ability to develop polished presentations from outlines or bullet points. Excellent verbal and written communication skills with sensitivity to customer relations; demonstrated discretion and ability to maintain confidentiality; proficiency in researching, analyzing, interpreting and synthesizing information; demonstrated proficiency in managing multiple priorities, coordinating complex calendars and travel, preparing meeting documentation, and relationship building. Demonstrated ability to communicate professionally and navigate difficult or sensitive conversations.

 

Desired Qualifications

Six to eight years of administrative, executive support or operational experience; excellent organizational skills; ability to work independently, anticipate needs, and manage multiple priorities; experience supporting senior leaders, executive meetings, or board governance; proficiency with Workday and UKG Timekeeping; experience preparing staffing and talent acquisition reports; ability to handle sensitive inquiries from customers and administrators; supervision experience; knowledge of university policies, rules, and regulations.

Career Roadmap

FUNCTION: Business Planning and Operations

SUBFUNCTION: Administrative Assistance

CAREER BAND: Individual Contributor - Technical

CAREER LEVEL: T4

Additional Information:

Location:

University Hospital - Doan Hall (0089)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions.

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