Executive 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.


Executive Assistant

US-OR-Portland

Job ID: 2024-32647
Type: Regular Full-Time
# of Openings: 1
Category: Administrative/Office Support
Portland, OR (Marquam Hill)

Overview

Administrative Support for Associate Director / Director of Research

• Organize and arrange meetings for the Associate Director and Director of Research including complex organizational meetings with groups of faculty and off-campus contacts.
• Arrange travel and lodging for local, national and international meetings and conferences, pay registration and membership fees and process reimbursements.
• Organize Annual/Bi-Annual all-day research retreats including agenda generation, presentation collection and distribution, organizing event space and coordination with vendors.
• Schedule annual faculty reviews, obtain required documents and provide completed reviews to SOM Deans Office.

Administrative Support for Casey Eye Institute (CEI) Research Faculty

• Work with Research Seminar Committee to schedule monthly research seminars. Responsible for creating agenda, inviting speakers, providing honorarium, room reservations and catering, and sending announcements to all faculty.
• Support the Casey Eye Institute Research Advisory Council. Schedule and attend quarterly meetings, distribute agenda, take and distribute meeting minutes.
• Support the Casey Eye Institute Research Faculty Meeting Schedule and attend quarterly meetings, d distribute agenda, take and distribute meeting minutes.
• Process reimbursements and p-card reconciliation for Research Faculty and their respective lab/research staff.
• Inform Research Faculty and staff of potential grant opportunities and track grant proposals and applications for the Department.

Administrative Support for CEI Leadership and Clinical Operations Leadership, CEI Faculty and CEI Committees

• Activities include telephone coverage, support for special projects, coordinate travel, process reimbursements, reconcile procurement cards, general clerical functions, compose and transcribe correspondence/manuscripts, arrange and take minutes for faculty meetings and other meetings as needed.
• Organize and arrange meetings for the Associate Director and Department Chair CEI Leadership and Clinical Operations Leadership, including complex organizational meetings with groups of faculty and off-campus contacts.
• Provides support for support for CEI Committees and Programs including Faculty Development, Promotion, DEI Initiatives for the Department of Ophthalmology at the direction of the Department Director and Chair, Department Administrator and Committee/Program Chairs.
• Act as liaison for Casey Eye Institute and OHSU Foundation for scheduling meetings and assisting with philanthropy-related events.
• Greet visitors in CEI Administrative Office, Answer calls to CEI Main Phone Lines.

Timekeeping: Serves as a Departmental timekeeper.

• Monitor time-clock entries and coordinate with employees and supervisors to identify and input corrections, process historical adjustments and troubleshoot timekeeping and payroll issues.
• Advise managers on complex timekeeping inquiries, liaise with payroll and Kronos Helpdesk as needed.
• Run timekeeping reports for managers as requested.
• Communicate changes with timekeeping processes, accrual banks, eligible differentials, etc. with managers and staff.

Other Administrative Duties

• Other duties/special projects as assigned by manager and Department Leadership.

Responsibilities

Four years’ clerical/secretarial experience, which includes one year of work for a senior level executive utilizing highly developed organizational skills OR; Associates Degree or certificate in office occupations or office technology and three years of secretarial, OR; A Bachelor’s degree and two years of secretarial experience

Must have experience dealing with sensitive, highly confidential information. Experience with explaining and disseminating policies, processes and procedures. Experience establishing and maintaining effective working relationships with individuals from a variety of professional backgrounds and levels in an organization. Experience working independently as well as a member of a team. Experience learning complex, matrixed procedures and systems and articulating relevant information to necessary parties in a comprehensive manner.

This position requires strong public relations skills and excellent verbal and written communication. Excellent computer skills including strong experience and working knowledge in Outlook, Word, Power Point, Excel and Adobe Acrobat. Must maintain professionalism at all times, and possess strong relationship-building skills with patients, providers, staff and management. Exceptional customer service skills and telephone etiquette. Exceptional interpersonal skills and ability to handle difficult situations diplomatically and professionally. Ability to resolve conflicts and problem-solve between parties. Excellent organizational skills and the ability to manage multiple tasks and competing priorities. Ability to meet deadlines and urgent customer and system needs. Ability to work independently and to serve as a positive and professional role model. Demonstrated leadership skills. Must have demonstrated record of reliable attendance, punctuality and proven successful performance in past and present.

Qualifications

Experience working in an academic medical environment preferred.

Oracle, Kronos and Epic experience preferred.

PI259320588

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