Administrative Assistant at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

22 May, 26

Salary

0.0

Posted On

21 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Confidentiality, Microsoft Word, Microsoft Excel, Microsoft Outlook, Scheduling, Timekeeping, HR Support, Onboarding, Offboarding, Compliance Monitoring, Invoicing, Purchase Orders, IT Contact, Troubleshooting, Multitasking

Industry

Higher Education

Description

Department Overview In an effort to better serve more Oregonians who seek inpatient care, OHSU launched Mission Control as a central point for managing inpatient capacity in real time. Mission Control teams improve access to care at OHSU Health System. The Administrative Assistant for Mission Control utilizes their knowledge and expertise to enhance operations by providing confidential administrative services to support the department. This position provides administrative support to Managers and the Director. This position also serves as a HR, timekeeping and scheduling resource for Mission Control team members. Function/Duties of Position Administrative Support to Mission Control Decedent Affairs: Create documents and process Accounting of Disclosures Tile access requests: Approve or decline with explanation Support managers in hiring, onboarding, and offboarding employees Document licensure and certifications for staff Create and maintain internal email distribution lists Monitor corporate compliance and update HR information systems for all Mission Control employees Order office supplies and process purchase orders and invoices Complete OHSU surveys Serve as Information Technology Contact (ITC) for Mission Control in order to request IT services and basic technology troubleshooting Timekeeping, Attendance, and Scheduling Support managers in accurate documentation of shifts worked, incentive pay, and other timekeeping tracking/reporting responsibilities for employees Support leadership team in scheduling meetings and MC lead shifts Schedule POD shifts, and maintain SmartWeb, Outlook, and other scheduling tools Retrieve and share recorded calls made through the Emergency Communications Center Other duties as assigned by manager Required Qualifications 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. Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Job Related Knowledge, Skills and Abilities (Competencies): Demonstrated intermediate skill in word processing, using Microsoft Word. Demonstrated intermediate skill in spreadsheet creation and maintenance in Microsoft Excel. Demonstrated intermediate skill in scheduling using Microsoft Outlook. Demonstrated ability to collaborate with a diverse, fast-paced team. Demonstrated excellent customer service skills. Demonstrated excellent verbal and written communication skills. Verifiable time management / multitasking skills. Verifiable dependable work history. Ability to work under tight time frames. Preferred Qualifications Bachelor’s degree and one year of general office or secretarial experience. Experience with the Kronos timekeeping and scheduling system Additional Details Benefits: Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee Two separate above market pension plans to choose from Vacation- up to 200 hours per year depending on length of service Sick Leave- up to 96 hours per year 8 paid holidays per year Substantial Tri-met and C-Tran discounts Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP) 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.

Responsibilities

This role provides confidential administrative services to support the Mission Control department, assisting Managers and the Director with daily operations. Key duties include administrative tasks, serving as an HR/timekeeping resource, and managing scheduling for team members.