OHSU is Oregon’s only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington. We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health – and with a network of campuses and partners throughout Oregon. We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding. We are a statewide economic engine and Portland’s largest employer. And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state.

 

The Administrative Assistant for Patient Care Services utilizes her / his knowledge and expertise to enhance operations by providing confidential administrative services to support the Division of Patient Care Services. This position provides administrative support to Nurse Managers. This position also serves as a HR, timekeeping and scheduling resource for nursing unit staff.

Administrative Support

• Coordinate annual performance appraisal process
• Support the new hire process by facilitating access requests new hire paperwork and ensuring all information is complete in employee file and OHSU information systems
• Maintain employee files
• Monitor corporate compliance and update HR information systems
• Process HR actions
• Provide standard reports to unit managers and respond to requests for information
• Act as liaison with other areas including HR, payroll and ITG
• Pick up and distribute paychecks
• Provide other administrative support as requested by unit managers

Time and Attendance

• Assist manager to ensure accurate time and attendance records of staff
• Work with NRM to ensure time and attendance corrections are received
• Process historical adjustments, special check requests, overpayment adjustments and CNI payments
• Provide time and attendance management reports to unit managers for 30% review

Unit Staffing and Scheduling

• Enter unit schedule into scheduling system as directed by unit manager
• Provide training and support for unit schedulers
• Review and post final schedule in the scheduling system and on the unit
• Print and distribute daily assignment sheets
• Archive schedules and daily assignment sheets
• Process schedule changes in the scheduling system
• Ensure vacations are entered into the scheduling system per unit protocol

Other duties as assigned by manager

• 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.

Job Related Knowledge, Skills and Abilities (Competencies):

• Demonstrated intermediate skill in word processing, using Microsoft Word.

   

• Demonstrated intermediate skill in spreadsheet creation and maintenance in Microsoft Excel.

   

• Demonstrated excellent customer service skills.

   

• Demonstrated excellent verbal and written communication skills.

   

• Verifiable time management / multitasking skills.

   

• Ability to work under tight time frames.

• Bachelor’s degree and one year of general office or secretarial experience;
• Experience with the Kronos timekeeping and scheduling system

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.