Oregon Health & Science University

Administrative Assistant

Job Locations US-OR-Portland
Requisition ID
Position Category
Administrative/Office Support
Position Type
Regular Full-Time
Job Type
AFSCME union represented
CEDAR - Knight Cancer Institute
Salary Range
Range minimum: $21.42 per hr. Starting salary will be determined based on education, experience, and internal equity at the time of offer
Monday through Friday
8:30am to 5:00pm plus occasional nights and weekends
HR Mission
School of Medicine
Drug Testable

Department Overview

Overview: The Cancer Early Detection Advanced Research (CEDAR) center is a collaborative institution within the OHSU Knight Cancer Institute. The Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. At CEDAR our mission is to detect and stop lethal cancers at the earliest stage because early detection saves lives. This is an ambitious goal, one that requires novelty, creativity, and innovation. We are comprised of biologists, chemists, biomedical engineers, computationalists, and clinicians conducting groundbreaking translational cancer research to help people maintain a high quality of life and reduce cancer mortality, to create a global early detection community, and to have a positive impact on the Oregon economy.


Our Commitment to Diversity: CEDAR is committed to increasing the diversity of the campus community. We are dedicated to promoting inclusion and multiculturalism by having outstanding researchers of diverse backgrounds work together on multiple projects. We encourage high-risk, high-reward research projects because defeating cancer requires out-of-the-box thinking and new perspectives. Our research is milestone driven to ensure that each project is fulfilling its stated goals.


Every Knight Cancer employee is expected to embody our guiding principles:

  • We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
  • We SUPPORT each other—Respect leads to trust, which leads to excellence
  • We work as a CONNECTED team—We must leverage our collective brain power to conquer cancer because no one individual can do it alone

Function/Duties of Position

The Administrative Assistant position will provide administrative support to leaders and staff within CEDAR.  In this role, you will also support CEDAR staff with general administrative requests such as coordinating travel plans, office supply ordering, reconciliations and reimbursements, new employee desk set-up, onboarding, escorting new hires, candidates, and visitors, and assisting in the coordination of various special events. You will provide back-up support for recruitment and onboarding activities such as scheduling, preparing itineraries and agendas for recruitment and onboarding. CEDAR is a flexible work environment. This role includes onsite responsibilities. This is an exciting opportunity to join a dynamic and exceptionally collaborative administrative team within the larger CEDAR team.  We are looking for someone who is detail oriented, thrives in a fast-paced dynamic environment, is willing to get involved in a wide variety of responsibilities, and is an exceptional team player.


Duties include:

  • Recruitment and visitors - Greets new employees, ensures new employee workstations are set up with electronics and supplies, and facilitates their onboarding. Escorting new hires, visitors, and candidates, which may include walking across campus. Must possess cultural sensitivity, have an outgoing, personable demeanor, with the ability to engage in welcoming and professional conversation.
  • Scheduling/calendaring – Includes calendaring, doodle polls, and working collaboratively with other support staff to ensure accurate scheduling. This includes but is not limited to scheduling for recruitment and onboarding.
  • Travel support – Conference registration, coordinates travel, and the creation of travel itineraries.
  • Meeting and event preparation – Basic PPT creation, set-up/tear-down of event or meeting (including AV), printing agendas, coordinating food (e.g., catering), table/furniture, and other meeting logistics as needed. This includes but is not limited to monthly coffee hour, lunch and learn, orientation, seminars/symposiums, advisory board meetings, clinical trial events, and other events and re-occurring meetings. 
  • Financial administrative support – includes p-card reconciliation, reimbursements, and requisitioning using iExpense. Coordinating reimbursements for purchases and travel/mileage. Tracks spending as directed. Assists in coordination of participant compensation (e.g., petty cash or ClinCard distribution).
  • Supply ordering and organization – includes ordering and maintaining a level of centrally organized office and research visit supplies, and organizing supply rooms (CEDAR and CEDAR Clinical Trials). As directed, order computers and desk supplies for onboarding personnel. As directed, orders supplies for existing employees.
  • Editing - Composes and/or drafts a variety of documents that may include those of sensitive and confidential nature. Maintains hard copy files in the office and electronic files on shared drives.  Updates records and databases, creates reports, and maintains paper consent forms on file.
  • General administration – may include scanning, copying, sending out/collecting mail, maintaining shared-use spaces and office equipment, sending group notifications using platforms such as Slack/Confluence/Team, and other administrative support tasks as needed and approved.

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 secretarial experience; OR a bachelor’s degree and one year of secretarial experience; OR an equivalent combination of training and experience.
  • Demonstrated experiences in scheduling and calendaring, preferably using Outlook.
  • Demonstrated experience composing, editing, proofing, and copying written materials
  • Ability to type 55 WPM
  • Must have intermediate level skills with MS Office (Word, Excel, Access, Outlook, and PowerPoint)

Preferred Qualifications

  • Bachelor’s degree
  • Four years of general office or secretarial experience, preferably in clinical, research or academic setting
  • Previous experience managing complex calendar and multiple calendars
  • Demonstrated ability to coordinate travel arrangements and process travel reimbursements
  • Expense reconciliation experience

Additional Details

Apply online. Please be sure to upload a Cover Letter and Resume/CV.

Effective Oct. 18, 2021, all OHSU employees were required to be fully vaccinated against COVID-19 unless they had an approved medical or religious exception. If you are hired by OHSU, you will need to provide proof of vaccination (or approved exception) within 10 days of starting work.

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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 aaeo@ohsu.edu.


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