The Department of Pediatrics is recruiting for an Office Specialist that will provide administrative support for the department, performing a variety of tasks related to general office operations, travel coordination, purchasing, and document preparation. This role helps ensure the smooth day-to-day functioning of the department.

General Office Support:

• Serves as administrative support to the Department of Pediatrics
• Schedules appointments and meetings for various providers and administrative staff
• Sorts and distributes incoming mail and prepares and manages outgoing packages and mail, including mass mailings, printing, packets, laminating, collating, stuffing, and sealing
• Orders office supplies and maintains office supply inventory for the administrative office
• Prepares conference rooms for virtual meetings, including initiating WebEx meetings, printing any meeting materials, setting up catering and taking minutes, if necessary
• Books travel, lodging, and transportation for faculty members. Reconciles and submits expenses and reimbursements upon return of travel
• Uses Oracle to manage P card, track, reconcile and submit expenses, reimbursements, disbursements and honorariums. Determines and initiates actions within policies and procedures to resolve problems with records, billing, and payments, reimbursements
• Manages, accepts or declines all CDRC Peds department room reservations
• Maintains distribution lists
• Submits and manages building maintenance requests
• Pays for faculty fees for associations, organizations, and State of OR licensing
• Completes other tasks as assigned by the supervisor

 

Documentation and Communication:

• Prepares a variety of correspondence, reports, statistics and forms from rough draft, dictation, or general instruction
• Edits, formats, proofreads, and prints a wide range of materials, including letters, itineraries, agendas, slides, posters, presentation materials, newsletters, and other department documents.
• Takes notes at meetings, assists with dictation and drafting documents
• Maintain digital file in Teams, OneDrive, and SharePoint

 

Information Assistance and Reception.

• Acts as the primary on-site administrative contact for the Department of Pediatrics
• Greets and directs visitors during on-site days, ensuring a welcoming and professional environment
• Receives incoming calls and routes to appropriate number
• Responds to inquiries from students, patients, faculty, staff, residents and the public about specific OHSU program information and services; directs inquiries as necessary
• Clearly explains departmental processes and procedures and provides information about available resources and support services.

• An Associate’s degree or certificate in office occupations or office technology; OR A Bachelor’s degree and six months of general office experience; OR An equivalent combination of training and experience.
• One year of general office administration support experience.
• Accurate typing 50 wpm, Windows Office including Word, PowerPoint, Outlook, Excel.

• OHSU systems

***Upload cover letter and resume.  Please be sure to include months and years (MM/YYYY format) to the resume for jobs/experience.

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.