Sr. Executive Assistant to the Provost and Provost Office at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Jun, 26

Salary

0.0

Posted On

12 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Meeting Logistics, Time Management, Customer Service, Confidentiality, Records Retention, Event Planning, Travel Coordination, Financial Reconciliation, Office Administration, IT Support, Space Allocation, Correspondence Management, Timekeeping Audits, Presentation Software

Industry

Higher Education

Description

Department Overview Oregon Health & Science University (OHSU) has an enduring commitment to excellence in education, research and scholarship, clinical practice and community service as Oregon’s only public academic health center. The OHSU Office of the Provost provides strategic and operational oversight of all academic personnel matters, programming, and other issues pertaining to the academic standards and mission of OHSU. The Office of the Provost is the headquarters to five campuses, three regional campuses and various clinical rotation sites within our rural health initiatives. As the chief academic officer for the university, the Provost provides leadership for matters that affect academic programs and outreach involving faculty members, students, and staff members with a focus on student access and success. The Office of the Provost oversees the quality of programs of instruction through collaborative work with vice presidents, executive vice provost, academic deans, vice provosts, and numerous other units related to the university. Additionally, the provost is responsible for overseeing academic and budgetary planning and priorities. Reporting directly to the Senior Advisor to the Provost, the Sr. Executive Assistant will be responsible for providing executive and administrative support for the business of the Provost Office, including support to Executive Vice President & Provost. The employee is responsible for a variety of activities including: reviewing and scheduling for multiple complex calendars; preparing executive meeting documentation and coordinating meeting logistics; greeting visitors within the office; escorting VIPs during their visit to OHSU; assisting departments/units as requested; and other duties as assigned. This position also serves a key role as Provost’s Office timekeeper for 10+ units, oversees space allocations for the Provost’s units, and provides technology support to the office. Other duties will include ordering office supplies, printing, photocopying, scanning, filing, etc. The Sr. Executive Assistant must have excellent time management and customer service skills in meeting time-sensitive requests. Please include cover letter with application. Function/Duties of Position 1. Support for the provost & senior advisor to the provost The employee will be responsible for executive level support services, including, but not limited to: Facilitate and provide day-to-day operational and administrative support for the provost and team. Preparing daily packets for the provost; research, summarize, compile and ensure availability of pertinent meeting meetings. Daily packets prepared in partnership with senior advisor and special assistant to the provost, while safeguarding confidentiality by exercising discretion concerning information related to sensitive information regarding faculty, staff and students and various other constituents. Responding to inquiries in a timely and accurate manner in a way that appropriately and best meets the needs of all meeting requestors. This includes but is not limited to: proactively reviewing calendars for potential conflicts and action items, and maintaining calendar tools to ensure tasks are completed in advance. Communicating regularly and effectively with senior advisor regarding tasks, workload and any special projects. Attend regularly scheduled briefing meetings with the provost and senior advisor as to further the work within the Provost Office. Prepare executive meeting documentation. The employee will work closely with the Senior Advisor and other stakeholders to ensure all pertinent presentation materials are gathered, organized, and produced electronically as directed. This may include ensuring the file is distributed appropriately and/or runs on the pertinent AV system where the meeting will be held. Provide backup coordination for the provost’s travel arrangements; and performing backup financial reconciliation of monthly purchases and travel disbursements. Work with the senior advisor and Provost Office Leadership to maintain confidential Provost Office files (hard copies and electronic) in compliance with OHSU records retention policies and procedures. 2. Support other leaders: Support complex meeting and event planning for Assistant Vice Provost, Workforce Capacity Development. Support travel or calendar planning for Special Assistant to the Provost, as requested. 3. Provost Office Administrative duties In conjunction with the senior advisor, prioritize and coordinate logistics for meetings, events, ceremonies, retreats and other events as needed. Ability to gather background information in support of the events, both routine and specialized. The employee will work closely with key internal and external stakeholders to ensure the appropriate room scheduling, layout, catering, AV and other details are facilitated in a way to successfully meet the requirements of the meeting/event. High level documentation of the meetings may be needed on a case- by-case basis. At the direction of the senior advisor, assist with coordination of interviews and onboarding. This will include but is not limited to: scheduling candidates and interviewers, candidate travel and disbursements. Upon request, work on special projects within Canva, Slido, or other presentation tools to create or update presentation materials. Provide support the Office of the Provost in: event support, escorting VIP guests, updating training materials and on-boarding new hires, orchestrating and executing projects, processing invoices/payments/disbursements/reimbursements, providing coverage during vacations and/or in emergency situations. Unit level timekeeper, assist with bi-weekly timekeeping audits, assist with timecard corrections, and working with HR Team regardingtimekeeping questions for certain unit’s employees. Unit level IT Support, as an Information Technology Contact (ITC), trained in placing IT equipment orders and assisting certain units with their IT needs and questions. Coordinate the Annual Space Survey; updates to the space allocation tool for Provost Office units. Departmental mail, packages and voicemail management. The employee will help manage all correspondence in multiple mailboxes and will be responsible for responding to inquiries in a timely and accurate manner for both internal customers and external inquiries, including routing them to the correct contact and/or providing specific information per their request. Complete all required training courses within timeframe designated, and also complete additional training courses (either through Compass or Linked-In Learnings) which will further the knowledge- base to enhance proficiency in position. Encouraged to participate in OHSU conference calls, webinars, trainings, and town halls as to share information to Provost Office. Participation will be based on availability and can include insights from the president, other divisions like research or schools, and/or to further personal development. Build a routine around OHSU Now and OHSU news, as to stay current on OHSU communication, action items, and items that will be changing. Processes can change and the Provost Office needs to remain current as to benefit the units. 4. Other duties as assigned Required Qualifications Four years of secretarial or executive assistant experience OR An Associate’s degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience OR A Bachelor’s degree and two years of secretarial or executive assistant experience OR An equivalent combination of training and experience. Four years clerical experience, to include one year of work for a senior level executive utilizing highly developed organizational skills; OR two years of full-time work (or equivalent) providing administrative support to a senior level executive utilizing highly developed organizational skills. Demonstrated advanced computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies. Demonstrated advanced level skill in Microsoft Office Products (MS Outlook, Word, Excel, PowerPoint, OneDrive, TEAMS) and SharePoint. Demonstrated advanced level skill in understanding and managing multiple calendars, prefer experience working in Outlook. Ability to take and prepare accurate meeting minutes for multiple committees, as needed. Excellent organizational skills and attention to detail in order to coordinate multiple projects simultaneously. Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing executives and the ability to interact effectively with individuals all levels of organization. Demonstrated ability to anticipate needs and problems, and to re- prioritize tasks in order to address shifting priorities in a highly charged environment to facilitate the Office of the Provost. Ability to be flexible in a constantly changing environment as well as being a change agent. Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks, with the ability to use sound judgement. Excellent interpersonal skills; must be able to communicate effectively and clearly; and have the initiative and ability to work with diverse groups. Ability to interact effectively with all levels of organization. Ability to keep appropriate matter confidential. Excellent organizational, tracking, and follow through ability in prioritizing and coordinating multiple projects simultaneously. Being able to re- prioritize, balance competing demands, maintaining deadlines andcommitments. Ability to anticipate needs and problems, to prioritize tasks, and to handle multiple shifting priorities. Ability to assume new responsibilities on own initiative and execute them in an effective manner. Strong internet research knowledge and computer application skills. Ability to compose, edit and format correspondence. Ability to work with co-workers and customers in a professional and service-oriented manner. Ability to work unsupervised and accomplish required tasks and functions as well as understand when to escalate issues to management, using sound judgement. Ability to identify, troubleshoot and resolve problems in an effective manner. Ability to identify recurring support issues and recommend operational or technical changes to resolve. Possess excellent verbal and written communication skills. Maintain good and reliable attendance on a consistent basis. Possess excellent teamwork skills. Preferred Qualifications Preference given to candidates with experience in working in higher education or an academic health center environment. Demonstrated experience in managing complex events. Additional Details The employee will occupy a space on the Portland OHSU campus. The position will be on-campus, 5-days a week. Employee will work 40 hours per week, Monday thru Friday, generally from 8:00 am to 4:30 pm. A flexible work schedule is required, as possible evening or weekend events, and travel may be needed to support the Office of the Provost. Why apply to OHSU? We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu

Responsibilities

The Sr. Executive Assistant provides executive and administrative support directly to the Provost and Senior Advisor, managing complex calendars, preparing executive meeting documentation, and coordinating office logistics for the Provost Office.