Executive Assistant

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Job Title:

Executive Assistant

Department:

Dentistry College Administration

The Ohio State University College of Dentistry is seeking an Executive Assistant for the Dean of the college. The Ohio State University College of Dentistry is the fourth largest public dental school in the United States, and it is the only public dental school in Ohio. The college is organized into eleven divisions or academic units, with all major ADA-recognized dental specialties represented. The College has approximately 600 students in its undergraduate and graduate programs.

This position provides a broad range of executive level administrative support to the Dean by coordinating all faculty recruitment and supporting the College of Dentistry leadership administratively. Assists with adherence to the university’s faculty hiring framework, SHIFT, including drafting SHIFT-approved position descriptions and letters of offer, confirming adherence of search committee to required training(s); contacting candidates to determine interview dates; assisting with candidate travel arrangements; creating and managing shared folders for use by search committees; creating visit itineraries for faculty candidates; publicizing candidate lectures and assisting with AV needs; collecting and collating evaluation information for search committee and eligible faculty review; and assisting candidates with reimbursement procedures; and partnering to provide information in response to OAA SHIFT audits.

This position also will directly support the college dean administratively.

Administrative Support:

Serve as backup to manage the Dean’s calendar, schedule meetings, and coordinate travel arrangements.

Prepare and edit correspondence, reports, presentations, and other documents.

Screen and prioritize incoming communications and requests.

Maintain organized filing systems (digital and physical).

Event and Meeting Coordination:

Plan and execute meetings, events, and special projects hosted by the Dean’s Office.

Prepare agendas, take minutes, and track follow-up actions.

Communication and Liaison:

Serve as one of the primary points of contact for the Dean’s Office.

Communicate professionally with faculty, staff, students, alumni, and external partners.

Facilitate effective communication between the Dean and university leadership.

Project and Office Management:

Support strategic initiatives and track progress on key projects.

Monitor budgets, process reimbursements, and manage procurement for the Dean’s Office.

This position requires successful completion of a criminal background check and drug and alcohol screening.

The targeted hiring pay range is $70,100 - $91,600.

Salary offer will be determined from candidate education and experience, and internal equity.

Work is performed primarily in an office environment and the position is subject to inside environmental conditions. This position requires sustained periods using a keyboard and performing other computer work. Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

Qualifications

Required:

Bachelor’s degree in business or an administrative field or an equivalent combination of education and experience

4 years Administrative Assistant experience

Excellent written communication and interpersonal skills

Excellent computer skills and Microsoft Office skills (strong Excel and Power Point).

Desired:

5-8 years Executive Administrative Assistant experience

Knowledge of University policies, rules and regulations is desired.

Highly dependable, detail-oriented, and possesses prioritization skills

Highly focused and results oriented

Anticipates needs and thrives in deadline-driven environments

Able to juggle multiple projects with shifting priorities and get things done

A solution-oriented troubleshooter and strong organizational and follow through skills.

Additional Information:

Location:

Postle Hall (0024)

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.

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