Administrative Assistant

Oregon Health & Science University • Portland, OR

5h

About The Position

The Dispatcher is an integral part of the Language Services department and works as front-line staff with hospital personnel. Serving as the first point of contact for ambulatory clinics and hospital staff, the Dispatcher requires excellent verbal communication skills, a high degree of coordination, and prioritizing skills. The Dispatcher will screen, prioritize and route telephone calls and requests for face-to-face interpretation services using a multi-line console, paging systems, automated directory information system, and associated equipment. The Language Services Department is a large and complex program that provides interpretation and translation services for Deaf, hard of hearing, and patients with limited English proficiency throughout all departments and clinics of OHSU. The Dispatcher will be responsible for maintaining a high level of attention to detail, confidentiality and timely completion of projects. The dispatcher will work with staff interpreters and multiple language service vendors. Function/Duties of Position Coordination/Dispatching Activities: Coordinates, schedules, ensures delivery of interpretation and captioning services for in-patient and ambulatory settings throughout OHSU Communicates and coordinates services effectively, professionally, and in a friendly manner via phone, email, hospital paging system, MS Teams with unit/clinic staff, interpreters, contracted vendors, and leadership Develops new processes and work-flows that support optimal service delivery Effectively triages all incoming requests for service, taking into account existing policies, current resources, and the needs of patients and staff Collects information from multiple sources to determine appropriate provision of services (in-person, telephonic, video remote, captioning, etc.) Proactively identifies patients who may need language services and collaborates with unit staff and interpreters to implement a plan for service Quickly routes inquiries for other departmental services (translation, bilingual screening, video remote equipment) to appropriate departmental contact - Uses good judgment and fiscal conscientiousness when scheduling interpretation services Troubleshoots telephone and computer equipment problems and contacts ITG if unable to resolve issue Maintains a calm demeanor and sense of professionalism at all times regardless of the situation Pursue personal development of skills and knowledge necessary for the effective performance of the role Performs other job-related duties as assigned by the Interpreter Services Manager Administrative/Operational: Performs specialized record processing activities requiring independent judgment to make decisions or select a course of action based on applicable policies and procedures Provides education and information on departmental and institutional polices Effectively communicates with contracted vendors, resolves issues directly, and escalates on-going vendor management issues to leadership Determines and initiates action within established policies and procedures to resolve problems with records, billing, payments, or charges Runs, analyzes and reports-out language data and makes recommendations to leadership for optimal scheduling based on forecasting Actively participates in strategic planning and process improvement projects for department-wide initiatives Participates in training as required and attends all required meetings Performs other job-related duties as assigned by the supervisor

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.
• Must exhibit a friendly and outgoing demeanor.
• Demonstrate ability to communicate clearly and effectively.
• Interpersonal and conflict resolution skills a must.
• Proficient in MS Office Suite (Word, Excel, PowerPoint and Outlook).
• Ability to work independently and prioritize tasks.
• Knowledge of Language Access operations

Nice To Haves

• Experience working in a healthcare setting
• Bilingual

Responsibilities

• Coordinates, schedules, ensures delivery of interpretation and captioning services for in-patient and ambulatory settings throughout OHSU
• Communicates and coordinates services effectively, professionally, and in a friendly manner via phone, email, hospital paging system, MS Teams with unit/clinic staff, interpreters, contracted vendors, and leadership
• Develops new processes and work-flows that support optimal service delivery
• Effectively triages all incoming requests for service, taking into account existing policies, current resources, and the needs of patients and staff
• Collects information from multiple sources to determine appropriate provision of services (in-person, telephonic, video remote, captioning, etc.)
• Proactively identifies patients who may need language services and collaborates with unit staff and interpreters to implement a plan for service
• Quickly routes inquiries for other departmental services (translation, bilingual screening, video remote equipment) to appropriate departmental contact
• Uses good judgment and fiscal conscientiousness when scheduling interpretation services
• Troubleshoots telephone and computer equipment problems and contacts ITG if unable to resolve issue
• Maintains a calm demeanor and sense of professionalism at all times regardless of the situation
• Pursue personal development of skills and knowledge necessary for the effective performance of the role
• Performs other job-related duties as assigned by the Interpreter Services Manager
• Performs specialized record processing activities requiring independent judgment to make decisions or select a course of action based on applicable policies and procedures
• Provides education and information on departmental and institutional polices
• Effectively communicates with contracted vendors, resolves issues directly, and escalates on-going vendor management issues to leadership
• Determines and initiates action within established policies and procedures to resolve problems with records, billing, payments, or charges
• Runs, analyzes and reports-out language data and makes recommendations to leadership for optimal scheduling based on forecasting
• Actively participates in strategic planning and process improvement projects for department-wide initiatives
• Participates in training as required and attends all required meetings
• Performs other job-related duties as assigned by the supervisor

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