Administrative Assistant 2 - Hospital Medicine

Administrative Assistant 2 – Hospital Medicine

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.

Key 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

Ideal Candidate Qualifications:

• 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

Core Values Expected in This Role:

• Inclusiveness: Fosters a welcoming and respectful environment for all
• Empathy: Demonstrates compassion and understanding in interactions
• Ownership: Takes responsibility and follows through on commitments
• Determination: Perseveres through challenges with a solutions-oriented approach
• Sincerity: Communicates honestly and builds trust
• Innovation: Seeks creative ways to improve workflows and support the mission

Minimum Education Required

High School Diploma or GED

Required Qualifications

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.

Additional Information:

About the Division of Hospital Medicine:

The Division of Hospital Medicine at The Ohio State University Wexner Medical Center is dedicated to the health and well-being of our patients, our division team members and The Ohio State University Wexner Medical Center community. Our hospitalists are internal medicine physicians whose complete focus is to care for patients during their stay in the hospital. Our faculty delivers the highest quality evidence-based care through an interdisciplinary approach. Our mission is to be the premier academic model for inpatient care and faculty development at The Ohio State University and in the Midwest. Our vision is to improve the lives of our patients and faculty by providing personalized, patient-centered, evidence-based medical care of the highest quality. Our goal is to continually upgrade the services we provide to our patients and medical center community by expanding and enhancing the services we provide and incorporating a thorough quality improvement program.

At The Ohio State University, through reflection, evaluation and meaningful action, we aim to reinforce our ethical culture and live shared values to advance our core work of teaching, learning, research and service. Our shared values are: Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion and Integrity and Respect.

Location:

Starling Loving Hall (0176)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

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.