Administrative Assistant

Oregon Health & Science University • Portland, OR

2h

About The Position

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.

Requirements

• 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.

Nice To Haves

• Bachelor’s degree and one year of general office or secretarial experience.
• Experience with the Kronos timekeeping and scheduling system

Responsibilities

• 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

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)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree