Laboratory Administrative Assistant at Oregon Health & Science University in Portland, Oregon

Job Description:

Oregon Health & Science University

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.


Laboratory Administrative Assistant

US-OR-Portland

Job ID: 2024-30532
Type: Regular Full-Time
# of Openings: 1
Category: Laboratory
Portland, OR (Marquam Hill)

Overview

Administrative Duties

• Drafts schedules for phlebotomy by pay periods at least 3 PP’s in advance for review and posting by the manager or supervisor.
• Tracks volunteering and mandatory assignment scheduling.
• Posts holiday and shift vacancies
• Acts as primary Kronos monitor/timekeeper. Reviews and provides troubleshooting support between staff and payroll. Sends regular payroll reports to manager and supervisor.
• Orders supplies from Logistics for PPV and CHH2 at least 3 times a week. Works with Department Purchasing Agent on non-Logistics orders. Reviews orders and ensures that stock supply is adequate for needs of sections. Trains backup orderers and communicates regularly with designated weekend orderer. Follows up with Logistics on any issues pertaining to ordering.
• Supply Stocking for PPV and CHH2 as supplies arrive.
• Sets up yearly Customer Service surveys in Qualtrics and pulls data after the completion of the survey.
• Sets up meetings, sends out meeting agendas, records and distributes the minutes as directed by management.
• Coordinates with phlebotomy lead worker and supervisor.
• Manages calendars and coordinates meetings for managers and staff.
• Assists in preparation and coordination of special events within the department such as moves, parties, open houses, site visits, and inspections.
• Works with, and backs up, lead worker, supervisor, and manager to resolve daily staffing and other issues.
• Completes work order requests for CHH2 and PPV.
• Participates in committees and provides representation, as requested.
• Updates bulletin board and messages to staff.
• Updates employee lists such as phone list, sick call list, AFSCME seniority list, and locker list.
• Places phone calls, sends facsimiles, distributes mail, and operates copier.
• Corrects and formats policies and procedures for all lab sections, as directed.
• Backs up department and timekeeping administrative personnel.
• Instructs new staff in Kronos timekeeping system. Trains new staff in requesting time off (VAC, SIK) and shift assignment procedures.
• Prepares new staff mailbox, locker, hanger, and other onboarding activities, as directed.
• Coordinates annual vacation bidding period: communicates procedures and deadlines to staff, sets calendar with manager and supervisor based on vacation approvals/denials, inputs approvals in Kronos.
• Loads CAP competencies for staff on CAP website, as requested
• Creates monthly productivity reports for each employee based on Clinic Collect and TAT data.
• Creates, edits and publishes the department quarterly SCOPE.
• Performs duties as assigned for other lab sections, including but not limited to LIS and POC

Trainer and Student Coordinator

• Completes new employee in-processing tasks to include safety orientation, ID badge acquisition, and introduction to co-workers, tour of lab building and campus, and in-processing appointments as needed.
• Answers staff inquiries as needed.
• Schedules student training practicum calendars with school program representatives.
• Communicates with school program representatives to ensure regulatory requirements are met.
• Coordinates student training schedule and orients incoming students.
• Communicates with lead worker and trainer to ensure evaluations are filed.
• Orients new staff on required training modules.

Responsibilities

• Two years of general office or secretarial experience; OR

• An Associate’s degree or certificate in office occupations or office technology and one year of general office or secretarial experience; OR

• A Bachelor’s degree and one year of general office or secretarial experience; OR

• An equivalent combination of training and experience.

• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

Qualifications

• High school diploma
• Knowledge and/or experience with a laboratory information system and hospital information system.
• Familiarity with a laboratory information system and hospital information system.

PI243008827

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