Assistant to Division Director

Updated: about 1 month ago
Location: Campus, ILLINOIS
Job Type: FullTime

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Job Title:
Assistant to Division Director

Medicine | IM Medical Oncology

Administrative Assistant to Division Director who provides comprehensive administrative support to the Division Director of Medical Oncology within the Department of Internal Medicine and anticipates their professional needs in relationship to their responsibilities; performs a variety of complex and confidential administrative support duties on behalf of the Division Director; effectively anticipates support needs and efficiently prioritizes duties; acts as first contact for all inquiries to Division Director’s office; researches, collects and summarizes data and information requested by division, department and OSU Medical Center leadership to aid in decision making and strategic planning processes; conveys directives and information from leadership; takes, types and transcribes meeting minutes; proactively manages Division Director’s calendars and scheduling of meetings; arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings and processes required forms; prepares travel orders using travel system; prepares financial requests using Workday; schedules and coordinates speaking engagements; provides support for professional societies: national, regional and local; maintains a complete and up to date CV for Division Director; represents Division of Medical Oncology to guests and visitors; consults with the Division Administrator on administrative matters concerning the Division Director; assists with developing policies and procedures; serves as liaison with the outside institutions and cancer societies including aiding in organizing meetings and events with OSU; tracks manuscript submission and publication requirements and deadlines; assists division administrator with various administrative functions; assists in day-to-day phone coverage as needed. Fluency in Spanish speaking and reading is preferred. Other duties as assigned.

Minimum Education Required:
Per Classified Civil Svc Specs or equivalent combination of education and experience.

Required Qualifications:
Per CCS Specifications. 6 mos. experience (600 hours course work or training) in customer service or communications, including researching, analyzing and interpreting information; 3 months experience (300 hours course work) in budgeting. Additional Qualifications: Some positions require 6 mos. experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; and/or 3 mos. exp. (300 hrs course work) in supervision management and 3 mos. experience (300 hours course work) in interviewing. Requires successful completion of a background check. Selected candidates may be asked to complete a pre-employment physical, including a drug screen.

Function: Business Planning and Operations

Sub Function: Administrative Assistance

Career Band: Individual Contributor-Technical

Career Level: T3

Additional Information:

Lincoln Tower (0271)

Position Type:

Scheduled Hours:

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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