Administrative Assistant

Oregon Health & Science University•Portland, OR

5d•Onsite

About The Position

The Administrative Assistant provides operational support for OHSU’s Copy Center program, delivering centralized print, production, document, and customer service solutions that support clinical, academic, research, and administrative departments across the organization. This position serves as a primary point of contact for Copy Center customers and is responsible for coordinating print production services, processing customer orders, maintaining billing and production records, managing consumable inventories, and supporting the organization's fleet of multifunction devices (MFDs).

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.
High customer service skills.
The ability to follow through while maintaining multiple tasks.
Accurate data entry skills.
Demonstrated inventory control skills.
Self-motivated and able to move around campus daily with limited supervision.
The ability to lift and move up to 50 lbs. regularly.
Demonstrated technical aptitude.
Intermediate math skills.
Cash-handling experience.
Ability to read, interpret, and understand contracts.

Nice To Haves

Experience in digital print production, copy center operations, document management services, or multifunction device (MFD) support.
Experience working with print vendors, production equipment, inventory management systems, billing systems, or service ticketing platforms.
Knowledge of print production processes and document services.
Ability to learn and operate print production equipment and MFD technologies.
Experience in maintaining records, inventories, and billing information with a high degree of accuracy.
Current Oregon Notary Public commission or ability to obtain certification within six months of hire (OHSU will pay for this).

Responsibilities

Serve as the primary point of contact for Copy Center customers and provide exceptional customer service to clinical, academic, research, and administrative departments.
Consult with customers regarding print, production, and document service needs; coordinate requests; maintain customer account information; and ensure timely resolution of service issues.
Support internal and vendor-provided solutions while maintaining compliance with OHSU standards and procedures.
Process and fulfill print, copy, scanning, laminating, binding, finishing, poster, and related production requests.
Coordinate large-scale or specialized projects with approved vendors when necessary.
Ensure all work is completed accurately, on schedule, and in accordance with customer specifications and quality standards.
Support OHSU’s fleet of MFDs by assisting users with basic troubleshooting, coordinating service requests, maintaining fleet account information, collecting and validating meter data, supporting billing processes, and partnering with vendors to achieve service and uptime expectations.
Assist with device installations, relocations, and equipment change requests.
Monitor and maintain inventories of toner, paper, and production supplies.
Track usage, maintain inventory records, coordinate replenishment orders, and ensure adequate stock levels to support uninterrupted operations.
Participate in departmental initiatives, process improvement efforts, training activities, documentation updates, and other duties assigned by leadership.