Administrative Assistant

Oregon Health & Science University•Portland, OR

1d•Remote

About The Position

The Administrative Assistant for Patient Care Services utilizes their knowledge and expertise to enhance operations by providing confidential administrative servics to support the Patient Care Services Division. This position provides administrative support to Nurse Managers. This position also serves as an HR, timekeeping and scheduling resource for nursing unit staff.

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 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
Coordinate annual performance process
Support new hire process by facilitating access requests, new hire paperwork and ensuring all information is complete in employee file and OHSU information systems
Maintain employee files
Monitor compliance and update HR information systems
Process HR actions
Provide standard reports to unit managers and respond to requests for information
Act as liaison with other areas including HR, payroll and ITG
Provide other administrative support as requested by unit managers
Time and attendance
Assist manager to ensure accurate time and attendance records of staff
Work with NRM to ensure time and attendance correctoins are received
Process historical adjustments and CNI payments
Provide time and attendance management reports to unit managers for review
Unit staffing and scheduling
Enter unit schedule into scheduling system as directed by unit manager
Provide training and support for unit schedulers
Review and post final schedule in the scheduling system
Print and distribute daily assignment sheets
Archive schedules and daily assignment sheets
Process schedule changes in the scheduling system
Ensure vacations are entered into the scheduling system per unit protocol