The Dean's Office is responsible for academic, practice, research, and statewide outreach initiatives and leadership work in the School of Nursing. The Senior Executive Assistant position serves as the primary support person for the Dean of the School of Nursing, providing executive support to the dean, managing complex scheduling priorities and coordinating day to day activities for the dean. Advises the dean of commitments and obligations while arranging group and individual meetings across the school and university official groups as well as external meetings. Leads the executive assistants core team in the dean's suite, overseeing the scheduling of coverage for suite and convening the group for optimizing office operations and providing guidance, training, and support where appropriate. Responsible for day-to-day operations associated with the Dean's Office including scheduling and managing the Dean and Associate Dean for Practice's calendars; arranging travel and corresponding details; assisting with Dean's Office events and presentations; serving as a liaison with multiple inter- and intra-disciplinary stakeholders and assisting with confidential data and correspondence.

Dean’s Office Management and Communications

• Provides daily scheduling and managing of the Dean’s Office.  Works with the Dean to establish daily/weekly priorities, schedules, correspondence and signatory documents, and other matters associated with the functions and operations essential to the Dean for smooth functioning and operations of the School of Nursing.  
• Paces the daily operations of the Dean’s Office to ensure optimum performance of all parties.
• Manages daily the inter- and intra-disciplinary stakeholders, answers queries, takes phone calls, manages select email correspondence, and serves to represent the Dean and the School of Nursing with the highest level of proficiency and integrity.  
• Serves as a liaison for the dean, facilitating communications and deliverables between the Dean’s Office, OHSU Foundation, Alumni Office and donors.
• Recognizes priority needs and urgent requests and re-adjusts schedules to meet the sometimes conflicting interests of all parties.
• Assists with the preparation and delivery of reports, presentations, academic correspondence, key documents associated with multiple constituencies including accrediting agencies, donors, students, faculty, and others.  
• Coordinates and consolidates the flow of information in and out of the dean’s office.
• Provides technical assistance/support to the Dean as needed for formal communications across the school and with external constituents, collaborating with the dean on developing content.
• At the request of the Dean, attends meetings and interfaces with various publics, participates in committee meetings, sets agendas, assists with meeting arrangements, and welcomes guests to the School of Nursing and the Dean’s Office.   
  • Adapts to on-going changing work needs, acquires new skills, suggests performance improvement options, streamlines work flow, shows adeptness at moving decisions through the University, State, and other systems and shows resilience in meeting unplanned demands. 

Support for the Associate Dean for Practice

• This position provides scheduling and other general administrative support for the Associate Dean for Practice. 

• Four years’ clerical/secretarial experience, which includes one year of work for a senior level executive utilizing highly developed organizational skills; OR Associate’s degree or certificate in office occupations or office technology and three years of secretarial; OR Bachelor’s degree and two years of secretarial experience.

• One year of full-time work or equivalent must have been working for a senior level executive utilizing highly developed organizational skills at the full performance level.

• Courses or training in office occupations or office technology may be substituted for up to one year of the clerical/secretarial experience

• Outstanding verbal and written skills with proficiency in academic and business writing (including manuscript preparation).  Exceptional ability to write with attention to grammar, punctuation, and syntax.  

• Cordial, proficient, and high energy with a desire to serve OHSU, the School of Nursing, and the Dean’s office to multiple stakeholders.

• Exceptional skills in the use of technologies and software programs associated with Outlook, Word, Access, Excel, PowerPoint, Blogs, and other emerging technology supports to the School of Nursing and the Dean’s functions.

• Ability to see the ‘big picture’ while concurrently managing details with 100% accuracy – in scheduling, travel, meeting, and other daily business operations.

• Works independently and able to anticipate the needs of the Dean in advance of meetings and projects.  Ability to establish business office functions on par with executive support.

• Ability to rapidly acquire or has current knowledge, skills, and abilities in large academic health science centers – with knowledge of medical center and nursing systems, language, and practices.

• Advanced degree preferred in English, Business, or related field.
• Five years of experience assisting an Executive.

The work schedule for the position conforms to normal business hours within the SON. The position is housed in the SON building within the Administration area.

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.