Administrative Assistant 4 (Ophthalmology & Visual Sciences) Job at The Ohio Sta

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Overview

The Administrative Assistant 4 serves as the Administrative Coordinator for the Department of Ophthalmology & Visual Sciences, playing a central role in managing and streamlining the department’s daily operations. This position provides high-level, comprehensive administrative support to the Vice Chairs and Division Directors, including managing complex calendars, coordinating meetings, preparing agendas, recording and distributing minutes, and handling sensitive correspondence with discretion. The role oversees core business functions such as finance, human resources, outreach and marketing, and space and facilities management. In close collaboration with department leadership to ensure alignment with strategic goals and compliance with institutional policies. The assistant is responsible for categorizing inquiries and correspondence, managing division call schedules, and communicating directives from leadership through coordination with the Program Manager. Additionally, the position supports faculty recruitment efforts by organizing candidate visits, planning onboarding and orientation activities, and facilitating travel and lodging arrangements. It also handles expense reimbursements and contributes to strategic planning by researching, compiling, and analyzing data to produce detailed departmental reports. Acting as a liaison between the department and university offices, external agencies, faculty, and staff, the Administrative Assistant 4 ensures effective communication, operational continuity, and a high standard of administrative service across all facets of the department.

Responsibilities

• Manage complex calendars and coordinate meetings, prepare agendas, record and distribute minutes, and handle sensitive correspondence with discretion.
• Oversee finance, human resources, outreach and marketing, and space and facilities management.
• Collaborate with department leadership to ensure alignment with strategic goals and compliance with institutional policies.
• Categorize inquiries and correspondence, manage division call schedules, and communicate directives from leadership through the Program Manager.
• Support faculty recruitment by organizing candidate visits and coordinating onboarding, orientation, travel, and lodging arrangements.
• Process expense reimbursements and contribute to strategic planning by researching, compiling, and analyzing data for departmental reports.
• Serve as a liaison between the department and university offices, external agencies, faculty, and staff to maintain effective communication and operational continuity.

Qualifications

• High School diploma or GED. Certification or vocational training may be required. An Associate degree in a relevant field may be preferred. 4 years of relevant experience required. 6 or more years of relevant experience preferred.

Additional Information: Location: Eye and Ear Institute (0897) | 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.

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

As required by Ohio Revised Code section 3345.0216, Ohio State will: educate students by means of free, open and rigorous intellectual inquiry to seek the truth; equip students with the opportunity to develop intellectual skills to reach their own, informed conclusions; not require, favor, disfavor or prohibit speech or lawful assembly; create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth and tolerates differences in opinion; treat all faculty, staff and students as individuals, hold them to equal standards and provide equality of opportunity with regard to race, ethnicity, religion, sex, sexual orientation, gender identity or gender expression.