Administrative Assistant - Oregon Health & Science University

Department Overview:

This position supports the Knight Prostate Cancer Research Program, which is a leader in Prostate Cancer clinical and translational research in the OHSU Knight Cancer Institute . The Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable.

Function/Duties of Position:

Position Summary:

 

This position provides strong administrative support, primarily for the OHSU Knight Prostate Cancer Research Program’s Clinical Manager, and also the Director, other faculty, and the Program. The successful candidate will demonstrate critical thinking, attention to detail in a fluid environment, thoroughness, organization, and commitment to providing excellent customer service and high-quality work.

 

Duties include:

• Assisting Clinical Research Manager with duties which may include: processing various types of reimbursements, scanning/filing/retrieving documents, running reports, and data entry as needed. Assists with monitoring/organizing of office supply inventory and cabinet
• Responsible for maintaining several calendars with accuracy and attention to detail
• Greeting and escorting meeting attendees
• Monitoring meeting start/end times to facilitate punctuality, arranging itineraries for visits, making reservations and notifying organizations to be visited
• Managing travel arrangements Supporting Administrative Coordinator and staff in coordination of the annual Pacific NW Prostate Cancer Conference
• Serves as an assistant to the Clinical Research Manager, Program Director, and other faculty Duties include: word processing for a variety of correspondence including reports, letters, memos, presentations and/or other information as needed. In addition, entering CV information, maintaining NIH bibliographies, managing credentialing and professional membership organizations’ applications/renewals. Responsible for organizing and maintaining filing systems, as needed.
• Providing administrative support for the Prostate Cancer Research Program Clincal Research Manager, Program Director, and other faculty, and staff.
• Manuscript, abstract, and poster preparation and submission. Serving as network support for OHSU computer and telephone system.  
• Managing weekly seminars, including working with external collaborators/internal researchers to assess program topics/interest, determine AV needs, submit video conference paperwork if needed, reserve conference rooms, distribute seminar notifications, post on Knight blog, send calendar appointments and coordinate documentation, filing and set-up needs.
• Other duties as assigned by Program Director or Clinical Research Manager, with flexibility to adapt to needs as they arise.
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Required Qualifications:

Education and experience requirements: 

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

Types of experience required:

• Experience in an administrative support role for executive-level management
• Experience with coordinating travel arrangements and processing travel reimbursements
• Experience taking meeting minutes
• Experience with high volume scheduling and complex calendaring for multiple professionals simultaneously

Key competencies required:

• Ability to prioritize multiple tasks at one time
•  Excellent communication, analytical and organizational skills:  both written and verbal
• Ability to work independently and as part of a team while being collaborative in resolving problems
• Intermediate level skills with MS Office (Word, Excel, Outlook, PowerPoint).Typing 60wpm
• Skilled in word processing, document development/graphics and database tasks
• Excellent customer service skills both on the phone and in person
• Energy and drive to coordinate multiple projects simultaneously
• Ability to use tact and diplomacy to maintain effective working relationships
• Self-motivated, efficient and organized work habits and flexibility to handle needs as they arise
• Excellent critical thinking and problem solving skills.
• Record of reliable attendance, punctuality and proven successful performance at past and present employers
• Knowledge and experience with computers and network systems including troubleshooting technical problems
• Detail-oriented and highly accurate
• Demonstrated skills with generating reports, composing, editing, proofing, and formatting materials.  
• Must be able to perform the essential functions of the position with or without accommodation.

Preferred Qualifications:

• Experience with event coordination, catering, lectures, scheduling systems, and meeting/greeting visitors, affiliates, and high level participants
• Experience with grant, manuscript, abstract or poster processes including knowledge of various submission systems
• Knowledge of Adobe Acrobat form development
• Knowledge of Oracle software
• Knowledge of Outlook email and calendar functions
• Knowledge of EndNote
• Knowledge of grant, general ledger, philanthropy accounting structure and systems

Additional Details:

Please submit a resume and cover letter for your application to be considered. 

 

We offer a variety of benefits on top of joining a thriving organization: 

• Medical, dental and vision coverage at no or low cost to employees 
  • Covered 100% for full-time employees and 88% for dependents 
• Several retirement plans to choose from with contributions from OHSU 
• 104 hours of vacation time per year (increases over time) 
• 96 hours of sick leave a year (prorated for part-time employees) 
• Commuter subsidies 
• Tuition reimbursement 
• Access to group life insurance, disability insurance and other supplemental benefits 
• Annual Raises 
• Growth/Development Opportunities 
• Employee discounts to local and major businesses 
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All are welcome: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.