This position provides administrative support for the Provost Office Administrative Manager in tandem with supporting the Office of the Provost units in affiliated academic initiatives related to academic affairs. Examples: academic assessment, academic program review (APR), Interprofessional Education Initiative (IPE), Explore Science Education OnTrack! OHSU, and Women's Leadership Development Program (WLDP)
Function/Duties of Position
Provides support for Provost Office Administrative Manager, which includes confidential, time-sensitive tasks: communicates regularly with the manager, provides administrative support such as calendar maintenance (if applicable), schedules meetings as directed; makes room reservations, prepares meeting materials; may have authority to sign documents and/or correspondence on behalf of supervisor; requests and collects information organizes the information in a user-friendly format as to share with different audiences; completes various HR related tasks such as reviewing resumes and interviewing applicants, makes travel arrangements for candidates, assists with onboarding new employees; makes travel arrangements and itinerary(s) for external visitors, notifies organizations to be visited; coordinates the editing, proofing, and distribution of newsletters brochures, manuals, forms, flyers, posters using desktop publishing software; and other administrative tasks as needed.
Provides administrative support to Office of the Provost units: greets office visitors; screen calls, answers multiple phone lines and refers calls as appropriate; understands OHSU resources as to assist in answering questions as efficiently as possible; responds to multiple generic email boxes (examples: Provost Admin, ACAD, WLDP, Housing, EAC, IPE); fax and mails correspondence from the Office of the Provost to a variety of locations; maintains office supplies and ordering, ensures office equipment is functional, and organizes storage rooms; develops and revises office procedures; assists in record processing as needed, creates itineraries and agendas; takes minutes at meetings; organizes and maintains online filing systems for coordinated materials (Examples: IPE, APR, OnTrack! Surveys); edits, proofreads and updates various OHSU webpages; creates a variety of correspondence reports, notes, or other information with little to no general oversight; provides additional administrative support for Provost Office, Academic Affairs, Faculty Affairs and Student Affairs as needed; timekeeper for Provost Office and direct departments.
Completes expense and IT support for Admin Manager and Office of the Provost units, as needed: creates travel vouchers, expense reimbursements/disbursements, and expense reports for purchasing card(s); submits purchase orders and invoices to be paid using Oracle; assists with disbursement payments; serves as departmental IT/network support (department IT Coordinator (ITC); purchase software/hardware, coordinate moves and installations, coordinate repairs, liaison to help desk personnel, schedule training); may use any of OHSU variety of software utilizing Macintosh or Windows environments; coordinate with multiple logistical departments as needed regarding moves, installations, remodels and upgrades.
Supports Team Projects: collaborates on assigned projects with Provost Admin Team, engaging in project management routines to maintain on-time commitments; supports the Provost as needed for more significant events and projects. (examples of Provost Admin Team Projects and Provost Office Events: Employee Anniversary Ceremony, Email 4 Life, OnTrack School Surveys, Faculty Senate Awards, Gender Equity in Academic Health and Medicine Conference, Summer Picnic and Social Gatherings) Meet regularly with Provost Admin team to continue engagement, teamwork and project management; cross-train with Provost Admin peers, as applicable, as to assist in coverage during leaves, vacations or during other projects as needed.
Required Qualifications
Education and Experience
Two year 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. Contact Compensation for confirmation of eligibility.
Must be able to perform the essential functions of the position with or without accommodation
Preferred Qualifications
Two years of administrative support experience (consistent with the duties above).
Basic Website experience; HTML, WYSWYG, Wordpress, etc.
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
