Classification: Program Administrator 2 (Executive Legal Assistant)
Division: Enforcement
Location: 30 E. Broad Street - 3rd Floor, Columbus, OH 43215
What You'll Do:
The State Medical Board of Ohio is seeking a highly organized and confident Executive Legal Assistant to support the Chief Enforcement Attorney (CEA) and the Enforcement Division. This individual will blend executive‑level administrative support with legal assistance responsibilities, serving as the Chief's trusted right-hand partner in managing daily operations, coordinating complex enforcement activities, and ensuring continuity of workflow across the division. The ideal candidate is a proactive professional who can balance multiple priorities, maintain strong communication with diverse internal and external stakeholders, and help run the legal department-keeping enforcement operations moving smoothly even in the Chief's absence. Legal experience is a plus, but exceptional organizational skills, sound judgment, and the ability to manage high‑volume, detail‑driven work are essential.
Job duties include, but are not limited to:
- Serves as a primary liaison between the CEA, enforcement attorneys, investigators, contract attorneys, victim support personnel, and internal and external stakeholders.
- Supports operational needs for enforcement activities such as scheduling meetings, interviews, depositions, and administrative hearings, securing rooms, coordinating court reporters, managing logistics and communications, and creating and maintaining investigator on‑call calendars.
- Maintains statistics of enforcement casework and tasks through use of spreadsheets and reports. Maintains consent agreement tracking tools and board action spreadsheets. Tracks deadlines and performs follow‑up. Compiles, reviews, interprets, and summarizes data for reports and other documents.
- Assists enforcement attorneys with preparation of enforcement case documentation and board materials, including victim lists, correspondence, consent agreements, citations, and case summaries.
- Coordinates evidence gathering and organization with investigators and contract attorneys, including bundling evidence, migrating information to SharePoint, and conducting records collection from courts and regulatory agencies.
- Processes subpoenas and conducts initial follow‑up.
- Assists with drafting case memoranda.
- Responds to law enforcement agencies' requests for the Board's confidential case materials.
- Serves as the designee for the CEA, ensuring continuity of daily workflows, case progress, communications, and administrative needs when the CEA is unavailable.
This position is unclassified and overtime exempt.
4 yrs. trg. or 4 yrs. exp. in business administration management science or public administration.
- Or completion of undergraduate core program in business administration, management science or public administration; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position.
- Or completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position or staff position involving planning, research &/or policy/procedure development.
- Or 1 yr. exp. as Program Administrator 1, 63122.
- Or equivalent of Minimum Class Qualifications For Employment noted above
Job Skills: Program Management