Executive Assistant 2

Department Overview

The purpose of this position is to provide confidential administrative and project support to the SVP of Finance & Treasurer, the VP of Campus Services, the AVP of Facilities and the Director of Design and Construction, while performing complex administrative services to ensure a high level of customer service and support.

Function/Duties of Position

Executive Support

• Anticipates Executive needs by furnishing information required for official reply to correspondence and other official acts, potentially of confidential nature.
• Researches, locates, assembles, and summarizes material, information, and data instrumental to executive action.
• Maintains executives calendars, including managing conflicts, coordinating scheduling request on behalf of Executives and in collaboration with other stakeholders and schedulers.
• Arrange group and individual meetings with stakeholders across OHSU and with vendors, as needed; assist with meeting scheduling, coordination and preparation on behalf of support staff as needed.
• Opens and process mail on behalf of Executives.
• Receives, interviews, and screens callers and visitors to department.
• Responds to complaints or concerns and obtains all pertinent details and contacts appropriate department or team for necessary action.
• Assists Executives with specialized support, travel, scheduling and project documentation, and any support needs, duties, projects, and/or events.

Administration

• Serve as general crisis manager/problem solver for department.
• Review and resolve routine support related questions and issues; provide input regarding new or revised department procedures.
• Meet with stakeholders on department processes and products.
• Meet with supervisors and senior leadership on developing new procedures for department.
• Serve as liaison between the Executives and other partner departments and teams, including the Facilities Operations Support team for specialized tasks.
• Serve as liaison for Facilities work orders, building repairs, and construction requests.
• Represent department in internal and external university meetings and working groups.
• Plan and manage physical space for unit/department.
• Maintain office supplies/equipment/inventory.
• Attend conferences or trainings.

Project Support

• Review project assignment to determine scope and diversity of involvement, training and resources needed, necessary contacts and required procedural administrative actions.
• Reviews existing methods and procedures, and modifies as necessary to accomplish assignment.
• Help identify potential difficulties and determine means of lessening or avoiding them.
• Contacts appropriate participants such as various internal units, private businesses and organizations, special interest groups, local communities, and the public.
• Seeks cooperation and input in project assignment; coordinates needed meetings or hearings to gather input and meets procedural requirements.
• Identifies resources and administrative steps needed for project completion.
• Develops project plans in consultation with appropriate participants.
• Initiates project and coordinates steps to ensure participation of appropriate interested individuals and groups.
• Represents OHSU in meetings, administrative hearings, etc. in dealing with affected and interested individuals and groups concerning the project.
• Moderates divergent viewpoints and helps build consensus among those involved appropriate to the project assignment, processes, and procedures.
• Monitors project status to ensure progress toward completion and required procedural steps are completed fully and timely.
• Informs interested groups and individuals of project progress, and that project output is appropriate.
• Modifies project plan and coordinates changes with participants as necessary in response to unforeseen changes or unexpected developments.
• Closes files upon project completion and reviews records to ensure documentation is appropriate and complete.

Departmental Communication

• Communicate on behalf of Executives to key internal and external stakeholders.
• Written and verbal communication with departmental colleagues, leaders, employees and outside queries; maintains and compiles communication files. Gather, enter, and analyze information to prepare informational documents and data utilizing Microsoft Word, Excel, PowerPoint, and SmartSheet.
• Provide information to the OHSU community, public, visitors and guests through telephone, letters, and email.

Other

• Coordinates and supports executive-level events and meetings by managing logistics, venue arrangements, vendor contracts, catering, registrations, travel accommodations, agendas, meeting materials, and event communications. 
• Register employees for training, seminars and conferences, request travel authorization numbers from the Travel office, arrange out of area travel including airfare, hotel and rental car, process travel advance requests.
• Arrange parking for department guests through the purchase of a parking pass or by providing a coupon code and map of pay station garages.
• Use P-Card for appropriate purchases.
• Other duties as assigned.

Required Qualifications

• Bachelor’s degree in relevant field.
• One (1) year of administrative experience. OR
• Equivalent combination of education and experience.

Skills and Abilities

• Knowledge of management and supervisory principles.
• Must have excellent communication, analytical, and organizational skills, both written and verbal.
• Must have demonstrated customer service skills both on the phone and in person.
• Must be able to work independently and as part of a team.
• Able to establish and enforce policies and expectations in a clear, consistent, and reasonable manner.
• Must be proficient with computers and PC software, particularly e-mail, word processing, spreadsheets, database, and presentation graphics.
• Must possess energy and drive to coordinate projects and facilitate change.
• Must work collaboratively in resolving issues and problems.

Preferred Qualifications

• Knowledge of OHSU policies and procedures.
• Jira, Kronos and Oracle experience.

Additional Details

Work Schedule: Monday-Friday 8:00am-5:00pm, or as arranged with manager.

Work Location: Hybrid – up to three days present on Marquam Hill.

Benefits 

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year, prorated for part-time.
• Extended illness bank - 64 hours per year, prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

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]