Administrative Assistant

Department Overview

This position reports to the Administrative Manager of Gastroenterology & Hepatology and is primarily responsible for managing faculty scheduling and administering the QGenda scheduling system while providing administrative support for the Gastroenterology & Hepatology Administrative Office.

Primary responsibilities include administering and maintaining the division's QGenda scheduling system, ordering office supplies, coordinating mail distribution, answering the division's main phone line, preparing and processing correspondence, reports, and memoranda, recording and distributing meeting minutes, processing disbursement requests, reconciling PCard transactions, and completing iExpense reports.

As the primary administrator of the QGenda scheduling system, this position ensures integrity, accuracy, and coordination of scheduling for 36 faculty members. Responsibilities include entering, maintaining, and monitoring clinics, endoscopy, attending physician, and on-call schedules; reviewing schedules for accuracy and completeness; coordinating schedule updates and changes with clinic and endoscopy schedulers; and ensuring scheduling information is current and accurately reflects faculty assignments to support clinical operations.

In addition, this position monitors and maintains faculty records related to vacation, academic leave, and Continuing Medical Education (CME) through QGenda reporting functions. The incumbent also performs other administrative duties and special projects as assigned by the Administrative Manager and the Division Manager.

Function/Duties of Position

• Support- QGenda- scheduling software. Faculty calendars entered into software system include outpatient clinic and endoscopy, attending, nights and weekends, holidays, and grand rounds. Communicate with appropriate individuals and Departments. Maintain records of vacation and academic/CME time. 

• Administrative Duties- Maintain the functions of the GI Admin office. Order office supplies, computer equipment, software, printers and phones for staff and faculty. Manage the mail distribution and mailing for the division. Faculty support, make copies as needed and file documents. Prepare disbursement requests and reconcile AP, iExpense, CME, travel, and P-cards. Maintain records of vacation, academic and CME time used for educational purposes. Word process a variety of correspondence, reports, memos, or other information from dictation, rough draft or general instructions; takes minutes at meetings, answers phones, takes messages, screens calls and greets visitors. 

• Other Duties – including special projects as assigned by the Division Manager. Among other duties to be assigned as needed.

Required Qualifications

• 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):

• Proficiency with Microsoft Office applications.
• Must be detail-oriented, self-motivated and interested in problem solving.
• Exhibits professional behavior at all times, in person, over the phone and through electronic communications.
• Maintains highest level of confidentiality. 

Preferred Qualifications

• Previous experience coordinating and implementing administrative processes, including analysis, tracking and communication.
• Previous experience working in an administrative capacity in an academic institution. 

Additional Details

Location: Works on Marquam hill in Multnomah Pavilion, flex 40-hour workweek in a shared office space.

Combination telework and in office. This position often works alone in the office or at home. Ability to work independently.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.
All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]