Executive Assistant

Oregon Health & Science University•Portland, OR

18d•Hybrid

About The Position

Function in a team environment to manage and coordinate the calendars for executive level directors and chief nursing officer/vice president (CNO/VP) including significant meeting support and follow up, project management, participation in large events, organization of recruitment and onboarding of new directors and nurse managers, and management of competing and complex priorities. Work in a supportive team environment to manage workflow priorities. Function/Duties of Position Executive Level Support / Calendaring Manages complex scheduling priorities and coordinates day-to-day activities for executives. Advises executives of commitments and obligations. Arranges group and individual meetings with hospital and university officials, other area health care providers, physicians and nurses, consultants, etc. Reviews and sorts incoming mail for executives. Determines disposition of written communications. Research information required for directors projects, prepare and design documents for PowerPoint presentations. Committee Support, Retreats and Special Projects Provide support to committees including organization, production of minutes and follow up on related projects. Committee Support, Retreats and Special Projects: Responsible for arrangements of various special activities/events such as workshops, retreats, dinners, monitoring of travel accounts, and conferences with follow up as assigned. Committees and Events Supported: AAC Nursing Leadership Meeting AC3 (Acute Care Cluster Council) All Critical Care Conference ANEC (Adult IP Nursing Executive Council) ANOC (Adult IP Nursing Operations Council) | Informational and Representative Voting Code Blue Committee CNO Quarterly Nursing Town Hall HNSC (Hospital-based Nurse Staffing Committee) Monthly Management ICU Leadership Meeting NSC (Nurse Staffing Committee) Nurse's Week Events and Award Ceremony Nurse Leadership Retreats Restraint Steering Committee Transcribe dictation of confidential, technical and/or legal nature and transcribe notes from meetings and conferences Track and maintain approved nurse staffing plans in departmental, organizational, and state databases Recruitment and On Boarding for Open Positions Provide recruitment support for positions that report to directors and CNO/VP, including arranging interview process, scheduling, travel, relocation and onboarding for new employees Processes Personnel Action (PA), new hire (ePAR), and other HRE action requests Processes access requests for new employees as appropriate Production & Shared Assignments Composes, edits and proofs correspondence and other documents for approval of the directors and CNO/VP Support Nursing Administration’s financial, operational, and administrative processes (i.e., P-Card, Oracle, disbursements/ honorariums, payments, etc. ) Prepares and types reports, proposals, etc., often dealing with material that is of a sensitive and confidential nature Prepares and processes necessary paperwork for travel and conference arrangements, personnel changes, contracts, disbursements, supplies and services Works cooperatively and in collaboration with other executive support staff to perform various office duties/projects as assigned and coordinate workflows of shared projects General support such as answering main telephone line, distributing mail, maintaining attendance/payroll forms for work unit. Provides backup administrative support for other directors and executives during vacations and emergencies. Department ITC: Provide departmental technical support (troubleshooting technical difficulties, submitting service tickets) Onboarding set-up (i.e. phone, computer, email, copy codes, etc.) Order new equipment/software Maintain department technology inventory Attend mandatory ITC group monthly meetings and update department as needed Maintain X: Drive/Box folders and requesting access/removal for department as advised by directors and/or CNO/VP Other Duties as Assigned

Requirements

Four years clerical/secretarial experience, which includes one year of work for a senior level executive utilizing highly developed organizational skills; OR Associates Degree or certificate in office occupations or office technology and three years of secretarial experience OR A Bachelor's degree and two years of secretarial experience.
One year of full time work or equilvalent must have been working for senior management utilizing highly developed organizational skills at the full performance level.
Courses or training in office occupations or office technology may be substituted for up to one year of the clerical/secretarial experience.
Advanced level skills in all Microsoft Office applications, including Publisher, Excel, Power Point, Word and Visio
Demonstrated experience with computerized scheduling (Outlook or equivalent).
Schedule flexibility within the hours of 7am-6pm Monday-Friday.
Skill in exercising tact and good judgment
Ability to interact effectively with all levels of organization.
Excellent organizational, tracking, and follow-through ability in prioritizing and coordinating multiple projects simultaneously.
Ability to anticipate needs and problems, to prioritize tasks, and to handle multiple changing priorities.

Nice To Haves

Experience coordinating or managing projects

Responsibilities

Manages complex scheduling priorities and coordinates day-to-day activities for executives.
Advises executives of commitments and obligations.
Arranges group and individual meetings with hospital and university officials, other area health care providers, physicians and nurses, consultants, etc.
Reviews and sorts incoming mail for executives.
Determines disposition of written communications.
Research information required for directors projects, prepare and design documents for PowerPoint presentations.
Provide support to committees including organization, production of minutes and follow up on related projects.
Responsible for arrangements of various special activities/events such as workshops, retreats, dinners, monitoring of travel accounts, and conferences with follow up as assigned.
Transcribe dictation of confidential, technical and/or legal nature and transcribe notes from meetings and conferences
Track and maintain approved nurse staffing plans in departmental, organizational, and state databases
Provide recruitment support for positions that report to directors and CNO/VP, including arranging interview process, scheduling, travel, relocation and onboarding for new employees
Processes Personnel Action (PA), new hire (ePAR), and other HRE action requests
Processes access requests for new employees as appropriate
Composes, edits and proofs correspondence and other documents for approval of the directors and CNO/VP
Support Nursing Administration’s financial, operational, and administrative processes (i.e., P-Card, Oracle, disbursements/ honorariums, payments, etc. )
Prepares and types reports, proposals, etc., often dealing with material that is of a sensitive and confidential nature
Prepares and processes necessary paperwork for travel and conference arrangements, personnel changes, contracts, disbursements, supplies and services
Works cooperatively and in collaboration with other executive support staff to perform various office duties/projects as assigned and coordinate workflows of shared projects
General support such as answering main telephone line, distributing mail, maintaining attendance/payroll forms for work unit.
Provides backup administrative support for other directors and executives during vacations and emergencies.
Provide departmental technical support (troubleshooting technical difficulties, submitting service tickets)
Onboarding set-up (i.e. phone, computer, email, copy codes, etc.)
Order new equipment/software
Maintain department technology inventory
Attend mandatory ITC group monthly meetings and update department as needed
Maintain X: Drive/Box folders and requesting access/removal for department as advised by directors and/or CNO/VP