Senior Executive Assistant and Administrative Manager
Oregon Health and Science University
Location: Portland, Oregon
Internal Number: 17676
The OHSU Provost Office provides strategic and operational oversight of all academic personnel matters, programming, and other issues pertaining to the academic standards and mission of OHSU. As the chief academic officer for the university, the provost provides leadership for matters that affect academic programs and outreach involving faculty members, students, and staff members. The Provost Office oversees the quality of programs of instruction through collaborative work with vice presidents, executive vice provost, deans, associate deans, vice provosts, and numerous other units related to the university. Additionally, the provost is responsible for overseeing academic and budgetary planning and priorities.
Reporting directly to the Executive Vice Provost, the employee will be responsible for providing executive and operational support for the business of the Provost's Office. The position requires a flexible schedule, with evening and weekend duties from time to time to support the needs of the Provost Office.
Function/Duties of Position
Provost Office Administrative Leadership
The employee will be responsible for management and oversight of the administrative functions of the Office of the Provost. This includes, but is not limited to:
Provide direct supervision, assign duties, and oversee the training and professional development of administrative support staff to ensure the administrative needs of the Office of the Provost are met. Presently administrative support staff include: i) Senior Executive Assistant to the Provost and Chief Financial Officer; ii) Administrative Assistant to the Faculty Senate; iii) Office Assistant to RLSB Academic Programs; and iv) Administrative Assistant for the Office of the Provost.
Serve as a central resource providing advice and support, as needed, for administrative functions across the Schools and units reporting to the Provost to ensure the accuracy, consistency and efficiency of administrative processes.
The employee is responsible for key contacts and communications to ensure the efficient flow of information to and from the Office of the Provost and the school and units that report to the Provost.
Serve as the Departmental ITC Contact.
Serve as Space Coordinator: Collect annual up-to-date organizational data on space and space use that falls under the Office of the Provost and direct reports
The employee will be responsible for executive level support services, including, but not limited to:
Managing calendar of the executive vice provost and the vice provost for finance and administration; coordinating travel arrangements; and performing financial reconciliation of monthly purchases and travel disbursements. The employee is responsible for responding to inquiries in a timely and accurate manner and managing the calendar's in a way that appropriately and best meets the needs of all meeting requestors.
Prepare executive meeting documentation. The employee will work closely with the Executive Vice Provost and other stakeholders to ensure all pertinent presentation materials are gathered, organized, and produced electronically as directed. This may include ensuring the file is distributed appropriately and/or runs on the pertinent AV system where the meeting will be held.
Coordinate and staff, academic, operational, and executive meetings. The employee will work closely with key internal and external stakeholders to ensure the appropriate room scheduling, layout, catering, AV and other details are facilitated in a way to successfully meet the requirements of the meeting/event. High level documentation of the meetings may be needed on a case by case basis.
Coordinate and create committee appointment letters for IBC, IRB, IACUC, CoIR, OIEC, and WC Radiation Safety.
Departmental mail and voicemail management. The employee will manage all correspondence in multiple mailboxes and is responsible for responding to inquiries in a timely and accurate manner for both internal customers and external inquiries, including routing them to the correct contact and/or providing specific information per their request.
Works cooperatively and in collaboration with other executive support staff to perform various office duties and projects as assigned.
Department HR Duties
The employee will be responsible for key administrative oversight and support for the HR functions in the Office of the Provost. This includes but is not limited to:
Maintaining confidential Provost Office personnel files, offer letters, etc. in compliance with OHSU record retention policies and procedures.
Assisting with new employee onboarding: in coordination with Research/Academic HR and Central HR, ensure new hire paperwork is completed (and assist with this as needed), assist new employees with new-hire training (HIPAA, RAU, etc.), help new employees with any challenges that may arise (payroll, timekeeping, etc.).
Preparing and monitoring HR Justifications and tracking budget impact changes. Employee will work with HR Business Partners and Provost Office Finance Team to coordinate tracking justifications for HR budget impacts and assisting with submitting new hire paperwork within the office.
Primary and Backup Timekeeper. The employee will interact with the Kronos timekeeping system and ensure staff timekeeping is accurate for the upcoming pay period and submit them to the provost for review and approval.
Employee will be responsible for taking on both administrative and technical leadership and oversight for the following projects and will be responsible for communicating outcomes and deliverables to designated sponsors, committees, or stakeholders.
Annual Employee Anniversary Ceremony - Employee supervises the organization of the event for ~1,000 employees that ranges from pre/post employee communication, working with HR Representatives on Employee Records, yearly vendor analysis, budget administration and team coordination.
Annual Faculty Senate Awards Ceremony - Employee supervises the technical aspect of organizing online nomination form and gathering nominee information through the internal bridge site. Annual updates, InfoPath form creation/updates and database development/maintenance required. Communications plans developed and deliverables are then reported through the Faculty Senate Awards Committee.
Faculty Senate Centralized Nomination Process - Employee supervises the administration of the annual Faculty Senate nomination and election process for new Faculty Senators.
A Bachelor's degree in a related area and/or equivalent experience or training.
Five years of demonstrated executive level support experience (consistent with the duties above) with a minimum of three years' experience working as a manager
Experience having access to and appropriately handling confidential and sensitive information
Supervisory experience of professional, technical and clerical staff, including hiring, performance evaluations, progressive discipline and staff training
Experience being a highly visible representative and liaison for a department or organization
Ability to lead and motivate staff as well as build and maintain effective relationships with internal and external customers
Ability to present information in a clear manner to a leadership team and must have excellent interpersonal skills
Demonstrated commitment and experience advancing equity and diversity in a workplace or community settings.
Job related duties
Must have an understanding of advanced Microsoft Office Suite, Visio, and basic knowledge of Web Development - HTML
Must be comfortable with basic computer and AV functions e.g. laptop connection to a projector, running a PowerPoint presentation, basic troubleshooting, etc.
Strong internet research knowledge and computer application skills
Ability to compose, edit and format correspondence.
Ability to work with co-workers and customers in a professional and service-oriented manner
Ability to work unsupervised and accomplish required tasks and functions as well as understand when to escalate issues to management
Ability to identify, troubleshoot and resolve problems in an effective manner
Ability to identify recurring support issues and recommend operational or technical changes to resolve
Possess excellent verbal and written communication skills
Possess excellent teamwork skills
Possess excellent time management and detail-oriented skills
Experience in higher education or an academic health center environment.
Event management experience
Intermediate to advanced knowledge of web development
Adobe Creative Design
Understanding of FERPA, and experience working in a higher education setting.
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 [email protected] 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.
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm