Job Title Administrative Assistant Department Office of the Provost Location BH 1028 Work Unit Description Oregon Health & Science University (OHSU) is the State of Oregon's only comprehensive public academic health center. Its fundamental purpose is to improve the health and well being of people in Oregon and beyond by:
Educating tomorrow's health professionals, scientists, engineers and managers in top-tier programs that prepare them for a lifetime of learning, leadership and contribution.
Exploring new basic, clinical and applied research frontiers in health and biomedical sciences, environmental and biomedical engineering and information sciences, and translate these discoveries, wherever possible, into applications in the health and commercial sectors.
Delivering excellence in health care, emphasizing the creation and implementation of new knowledge and cutting-edge technologies.
Leading and advocating for programs that improve health for all Oregonians, and extend OHSU's education, research and healthcare missions through community service, partnerships and outreach. The Office of the Provost, as it's part in OHSU's multifaceted public mission, is the central administrative office, with responsibility for the institutional academic mission, programming and policy implementation, support programs for academic personnel and students, and academic fiscal management. Work Schedule, Hours, FTE, Salary Range
FTE: 1.0, Full Time
Schedule: Monday - Friday, 8:30am - 5:00pm
Salary Range: $17.83 - $20.98 per hour
Location: Portland, OR (Marquam Hill)
Job Type: AFSCME Position Functions/Duties of Position This position provides administrative support for the Office of the Provost, as well as affiliated academic initiatives related to academic assessment, accreditation, academic program review, and academic program approval and Interprofessional Education Initiative, including direct support for the Administrative Manager. 1) Provides daily administrative support to the Office of the Provost including: support to a manager and/or team; greets visitors as they enter office; creates a variety of correspondence, reports, memos, or other information from rough draft or general instructions; answers multiple phone lines, screens and refers calls as appropriate; responds to multiple generic email boxes; copies and mails correspondence from the Office of the Provost to a variety of locations; schedules meetings as directed; prepares meeting materials; organizes and maintains online filing systems; schedules appointments and conferences; makes room reservations; serves as backup departmental ITC/network support; backup timekeeper for Provost Office and direct departments, and updates various websites. Submits PO's and PSC's through Oracle, and prepares and submits invoices. 2) Inter-professional Initiative Coordination: Administrative support to the Inter-professional Initiative Steering Committee. Disseminates information regarding the IPI to OHSU faculty and staff and to the public; Plans and coordinates meetings, seminars and conferences. Plans, prepares, and helps execute the annual Foundations student course. Coordinates the editing, proofing, printing and distribution of IPI materials. 2) Provides daily administrative support, and assists with annual special projects 3) Assists in record processing as needed. Examines forms, and other documents for accuracy and completeness; compares data on documents with data on manual or computer records; adds, deletes, or changes information on manual or computerized systems to maintain accurate, complete, and current information; types itineraries and agendas; takes minutes at meetings 4) Other duties as assigned; Possibilities include updating various OHSU websites, providing additional administrative coordination for Provost Office and Academic Affairs. Back-up timekeeping as needed. Job Requirements Required Qualifications:
Two year 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. Contact Compensation for confirmation of eligibility.
Intermediate to advanced skill with MS Office Suite including Word, Excel, PowerPoint, and Outlook.
Working knowledge of standard office equipment including multi-line phones.
Excellent organizational skill, attention to detail, judgment and discretion.
Ability to work independently.
Effective communication skills.
Skill at meeting deadlines, multi-tasking and establishing priorities.
Professional and attentive customer service skills, by phone, email and in person imperative, including the ability to work with people of diverse backgrounds.
Ability to maintain strict confidentiality with sensitive and/or proprietary information. Preferred Qualifications:
Two years of administrative support experience (consistent with the duties above).
Basic Website experience; HTML, WYSWYG, Wordpress, etc.
Experience with Adobe Creative Suites; Photoshop, Acrobat, Illustrator. Additional Details 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 firstname.lastname@example.org. How To Apply Apply Online Referral Bonus Eligible Referral Bonus Amount Drug Testable No
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and r...esearch. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm