The Department of Obstetrics and Gynecology seeks anAdministrative Assistant to provide administrative support to the faculty in the General ObGyn and Maternal Fetal Medicine Divisions and the Womens Health Research Unit. Thisposition provides direct administrative support to approximately 70-80 members of the two divisions, as well as the WHRU Directors and approximately 15 research staff.
This position currently works mainly remotely, with occasional trips to the department offices on the Marquam Hill campus, but is expected to eventually work on site full time.
Key duties and responsibilities:
Administrative Support General ObGyn and MFM divisions
Maintainfaculty calendars and credential files, correspondence, and division files
Maintainfaculty licensure for Oregon and Washington
Manageoff-site credentialing for faculty
Coordinatetravel arrangements for faculty, visiting faculty, and researchers
Assistwith interview scheduling for candidates and assists with the onboarding for new faculty
Processpayments and/or reimbursements of faculty and research expenses, e.g., memberships, meeting/conference registrations. Includes making payments of other division-related expenses.Analyzethe expenditures on faculty Personal Business Expense reports and report suspected errors to proper personnel for action to enable producing faculty with accurate reporting.
Complete monthly mileage logs for multiple faculty and multiple sites
Managemonthly medical director time logs for faculty serving in those positions off site
Ordersupplies and coordinateFacilities work orders for the division
Answerdivision phones from 8:00am-4:30pm. Routecalls appropriately and takemessages for faculty. Checkvoicemail and returnmessages daily.
Greetvisitors to the division, and serves as a campus guide for visiting faculty and other visitors.
Providesuperior customer service. Performcross-coverage support for other administrative team members as needed
Serveas network support for OHSU computer and telephone system (purchase software/hardware, coordinate moves and installations, coordinate repairs).
Administrative Support WHRU
Responsible for general administrative support to the Women's Health Research Units (WHRU) and OB/GYN research staff. Partner with WHRU Leadership to develop policies and procedures to ensure all administrative functions are met.
AssistWHRU faculty in maintaining their calendars in relation to events and projects, arranges and prepare for meetings, makes foreign and domestic travel arrangements for meetings and conferences, plans itinerary, prepares meeting/conference materials, prepares/submits travel reimbursements.
Serveas backup to WHRU Recruitment and Development Coordinator (including phone coverage, calendaring, and other duties).
Coordination of new study site selection and on-site visits.
Documentmeeting minutes for division meetings.
Maintenance of division staff CVs/licenses.
Assist with administrative aspects for new hire on-boarding for all WHRU clinical research staff and volunteers.
Ensureall supplies (clinical and office), equipment, and study needs are ordered, stored, properly located, and services ordered as needed.
Communicate with WHRU Leadership and Financial Team to ensure requested expenses on WHRU and project budgets are within budget, appropriate, and allowable. Provideinput on financial activities from an administrative perspective.
Processing of invoices, monitoring of disbursements and allocation of funds for specific clinical trial budgetary needs (i.e., advertising, supplies, etc.).
ClinCard study administrator for WHRU.
Two years of general office or secretarial experience; OR
An Associates degree or certificate in office occupations or office technology and one year of general office or secretarial experience; OR
A Bachelors degree and one year of general office or secretarial experience; OR
An equivalent combination of training and experience
Experience tracking and reporting expenses and reimbursements
Experience with event coordination, catering, lectures, and meeting/greeting visitors, affiliates, and high level participants.
Proficient with computers running Windows and PC applications (e.g. MS Excel, Oracle, Access, Word and PowerPoint)
Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.
Excellent, professional communication skills, verbal and written, fora diverse audience
Proven excellence in customer service
Able to anticipateneeds and keepstaff informed of problems or issues affecting division.
Must be detail oriented
Ability to work both in a team environment and/or independently as needed.
Strong ability to prioritize and organize projects and tasks in a timely manner, and ability to problem solve and manage on-going projects; strong time management skills.
Must have initiative and motivation to learn new skills.
3 years experience providing administrative support
Experience in an administrative support role for research and/or in womens health
Knowledge of basic accounting principles, strong financial and record keeping skills
Intermediate computer skills including Powerpoint, Word, Access (database development), Excel (macros, pivot tables),Outlook and Oracle
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 email@example.com.
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 research. 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