Administrative Assistant Job at Oregon Health & Science University
Department Overview:
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
This position will provide general administrative support to Enterprise Project Management Office leadership and project teams. This position will arrange team and individual meetings with OHSU officials/employees from all levels in the organization, consultants, vendors, etc., and arrange travel and other support as needed. This position will also provide meeting support, including managing agendas, taking meeting minutes, and following up with attendees. This position is also responsible for providing general administrative support to manage and ensure the smooth flow of services and operations of the EPMO.
This position will also provide support to the rest of ITG as a member of the IBOS (ITG Business Ops and Support) team, including providing backup support to admin duties, provide reception support upon request, and participates in IBOS staff meetings and huddles.
ITG Administration acts as the ‘front door’ to ITG. All administrative employees are expected to dress, speak, and conduct themselves in a professional manner at all times.
Function/Duties of Position:
Division administrative support:
- Supports projects and coordinates participation of appropriate resources by organizing travel, meetings, conferences, site visits and departmental events.
- Ensures appropriate payment allocations and necessary documentation is complete and routed appropriately. Coordinates with outside vendors, hotels and caterers for travel and departmental events.
- Updates department SharePoint site, Teams site, and other shared site content when needed.
- Assists EPMO Leadership, managers and project managers in monitoring project plans and action items, specifically:
- Schedule meetings, take minutes, send out agendas
- Task management
- Notifying team and individuals of tasks coming due
- Following up on tasks
- Reporting progress of tasks
Customer Service and Application Knowledge/Support:
- Maintains a thorough understanding of SharePoint (Bridge) and Project Management / EPMO toolset to provide an administrative level of support to the division and customers.
- Acts as resource for inquiries regarding internal tools such as Webex, MS Office & MS Teams, SharePoint, etc.
Leadership Administrative Support:
- Prepare documents and presentations, process expense reports, mileage reimbursements, and other administrative tasks
- Provides the following services
- P Card purchasing and reconciliation
- Assistance with scheduling meetings (in-person and conference calls/video conference calls)
- Event/catering planning support
Backup administrative support for the IBOS team:
- Provides timekeeping support
- Prepares requisitions
- Responds to general administrative inquiries
- Purchases general office supplies and other items
- Provides other administrative tasks as assigned
This position is currently 100% telework/remote and may include remote work long-term. Candidate must be able to work from home full-time initially.
Required Qualifications:
Education:
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.
Experience:
- Minimum of one year of demonstrated experience managing schedules for projects and for leaders.
- Experience managing and coordinating complex travel arrangements, ensuring accuracy and efficiency.
- Experience with project administration/coordination.
- Demonstrated expertise in the use of the Microsoft Office suite of applications, including Excel and the ability to efficiently create and maintain spreadsheets.
Job Related Knowledge, Skills and Abilities (Competencies):
- Advanced proficiency using MS Office applications, particularly Outlook, Excel, and PowerPoint
- Strong interpersonal communication skills with an emphasis on customer service.
- Ability to meet documented metrics and assigned deadlines, both individually and as a team member.
- Willingness and flexibility to handle rapid changes in procedure and technology.
- Familiar with the use of multi-line phones and other basic office machinery
- Must be able to demonstrate consistent and reliable attendance and adhere to the attendance policy established for the department
- Ability to manage assignments and meet deadlines without supervision
- Ability to proactively pursue problem resolution to satisfy customer needs
- Ability to work autonomously and stay on task
- Proven ability to prioritize work as it is assigned and as it develops
- Possess multi-tasking skills and the ability to apply those skills in a fast-paced, stressful environment
- Ability to work as a team member by developing constructive and cooperative working relationships with others, and maintaining them over time
Please note: Effective Oct. 18, 2021, all OHSU employees are required to be fully vaccinated against COVID-19 unless they have an approved medical or religious exception. If you are hired by OHSU after Oct. 18, you will need to be fully vaccinated (or obtain an approved exception) prior to starting work, and need to provide proof of vaccination (or approved exception) within 10 days of starting work.
All are welcome: Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
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