Executive Assistant - Oregon Health & Science University
Portland, OR
About the Job
OHSU Casey Eye Institute is a premier academic medical center providing eye care for adults and children in the Pacific Northwest and beyond. We treat eye conditions from the most straightforward to the most complex and offer expert care in all ophthalmology specialties.
Since 1945, OHSU Casey Eye Institute doctors and vision scientists have worked side by side to discover the causes of eye disease and find new treatments. Bringing research and patient care together helps us turn possibilities into realities OHSU Casey Eye Institute is a "High Performing" eye hospital, which means we are ranked in the top 10 percent nationally by U.S. News & World Report.
The purpose of this position is to assist with and coordinate the activities of the Chair and Director, Associate Director, Clinical Operations Leadership, and Administrative Team for the Casey Eye Institute, Department of Ophthalmology. This position will also function as departmental project manager for all needs related to departmental space on campus and at satellite locations and capital and non-capital construction projects. This is a full-time, benefited, non-remote position.
Function/Duties of Position: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.
- Arrange and update On-Call Schedules for CEI Faculty
- 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.
Facilities
- Acts as liaison to OHSU Design & Construction, architectural firms, contractors and vendors to represent departmental interests, facilitating adherence to timeline and project budget. Assists as needed with projects from pre-construction meetings to project completion.
- Assists with needs related to departmental space on campus and at satellite locations. Responsibilities include interdepartmental relocation of faculty and staff members, helps to configure space in compliance with all OHSU regulations and meeting individual ergonomic needs. Assist with ordering appropriate signage for all departmental locations. Assists with performing annual Space Survey in compliance with OHSU Space Planning Office. May be requested to maintain accurate records of room use and room codes in accordance with funding sources.
- Assists with evaluation of clinical and research equipment purchase requests, in alignment with budgetary considerations, choice of vendors, obtaining quotations and completing purchase orders as needed for all campus and satellite locations. Helps to coordinate intake inspection of new equipment and periodic maintenance of existing equipment in conjunction with Clinical Technology Services. Coordinates repairs, moves and placement with CTS departmental technician. Processes Surplus requests and maintains record of that activity.
- Enters Work Requests in system as related to facility needs and ensures completion. Acts as liaison to communicate with OHSU Facilities management to formulate major and minor facility upgrades and ongoing maintenance. Works with OHSU Parking to ensure adequate parking for staff and patients, including the coordination and communication of special events. Resolves specific parking issues for staff and patients. Works with Public Safety to ensure physical integrity of facility. Works with Facilities Management to oversee corrective maintenance program to ensure efficient and uninterrupted operation of the physical plant and related operating equipment within the facility. Monitors janitorial and other cleaning services, including review of work by OHSU Environmental Services staff.
Timekeeping: Serves as 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 duties as assgined by manager.
Required Qualifications:Education/Experience:
- 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
Job related knowledge and skills:
- 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. Strong working knowledge of basic accounting principles.
- 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.
- Must have demonstrated record of reliable attendance, punctuality and proven successful performance in past and present.
Experience working in an academic medical environment preferred.
Oracle, Kronos and Epic experience preferred.
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.