Administrative Assistant 2 Hospital Medicine

Position Summary

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.

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
• Aid 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
• Serve as a point of contact for faculty, staff, and external partners and guests and detect and resolve day-to-day issues and convey directives and instructions
• Maintain organized filing systems and perform divisional data entry and reporting across institutional platforms
• Provide 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

• Skills & Competencies:
• 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

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.