This position performs a variety of administrative, clinical support or technical assignments of duties involving many different and unrelated processes, methods and tasks as instructed by clinic leadership. May include direct patient interactions. Works closely with and reports to clinic leadership and provides assistance with clinic and office tasks. Supports the activities of the clinic and works effectively with all clinic staff. Requires working in a confidential atmosphere, handling many complex projects at one time. Knowledge of and familiarity with OHSU facilities, resources, and personnel.

This position requires someone who can problem solve and stay highly organized. High level written and verbal communication skills and the ability to stay calm under high pressure conditions and timelines.  

Secretarial/Administrative:

• Serves as secretary (may be confidential) to a manager, team or committee; word processes a variety of correspondence, reports, memos, or other information from dictation, rough draft or general instructions; composes and word processes correspondence, reports, memos and other documents; transcribes medical correspondence and reports; coordinates the editing, proofing, printing and distribution of grant applications, grant progress reports, newsletters, brochures, syllabi and manuals;
• May have authority to sign documents and/or correspondence on behalf of supervisor; takes minutes at meetings; answers phones, greets visitors, screens calls; makes referrals as appropriate; answers questions requiring research or technical knowledge; receives and reviews incoming mail and requests for information; determines mail needing further research; responds to items not requiring supervisory review or resolution; initiates follow-up letters or memos; organizes and maintains filing systems;
• Maintains supervisor's calendar and schedules appointments and conferences; makes travel arrangements, arranges schedules of visits, makes reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; maintains attendance (TAC) and payroll forms and records for work unit; 
• keeps logs and statistics related to program or operation; performs budget related activities, analyzes data, creates and maintains routine spreadsheets, and data bases, participates in preparing budget projections, monitors expenditures and compiles and generates status reports and reports deviations to supervisor; utilizes OHSU software to complete computerized purchasing; edits, proofreads and updates the OHSU web pages; creates forms, flyers, posters using desk top publishing software; develops and revises office procedures; coordinates work on assigned projects; serves as network support for OHSU computer and telephone system (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 IBM and Macintosh, DOS or Windows environments.
   

 

• 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. Contact Compensation for confirmation of eligibility.

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.