This position will assist a highly functioning Facilities department by assisting with administrative work to ensure a smooth flow of services and operations. This will be achieved through excellent organizational skills, attention to detail, timely communication, strong independent judgement, and a high level of professionalism.

 

The Admin Assistant position supports the Associate VP of Facilities and the 8 Director level managers that report to the Associate VP. Assists the Facilities Administrative Coordinator Pool with their tasks as needed. They will assist with processes in support of all Facilities departments; projects and assistance duties assigned as needed by department Associate VP, Directors, Managers, and Administrative Manager.

 

Role must be action oriented in application of project management, with skilled planning, organizing, and attention to detail. This position emphasizes advanced technical knowledge and attention to detail and assists with administrative work or activities to ensure a smooth flow of services and operations in Campus Services.

• Manager Level Support
  • Assists Facilities Managers and Administrative Coordinators needs by anticipating requests for information.
  • Researches, locates, summarizes, and assembles materials (potentially of a confidential nature) as needed for administrative action.
  • Schedules meetings and appointments, utilizes OHSU Assistant List to ensure contact is made with the proper individuals and that appointments are scheduled at the best possible time for all attendees.
  • Reserves conference spaces, provides meeting support in the form of agenda creation, taking minutes, presentation creation, ordering catering, AV setup and tear-down.
  • Distributes and screens mail, callers, and visitors as needed. 
• Facilities Department Support
  • Supports all Facilities departments as directed by management, including processing Oracle requisitions and purchase orders according to policies and procedures, processes invoices for payment, processes departmental billing (IBS), assist with departmental budget and activity reports, performs Kronos timekeeper and backup timekeeper duties.
  • May process uniform ordering as needed, and maintains purchasing records.
  • Reconciles department purchasing cards (p-cards) on a weekly basis.
  • Creates Facilities work orders, IAMS requests, and key requests as needed.
  • Works with department specific programs as needed, including eAM, Oracle, Jira, and others.
• Provide other administrative and project support as needed.

• 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.

• Ability to resolve advanced customer service issues.

• Excellent verbal and written communication skills.

• Experience and knowledge of working with a diverse group of people with conflicting and urgent needs and ability to maintain a harmonious working relationship campus wide.

• Intermediate skill level with MS Office Suite (Word, Excel, Outlook), Oracle, Data Warehouse/Discoverer.

• High School Diploma or GED.

• At least 2 years providing direct management support, including calendar management and travel arrangements.

• At least 2 year project coordination experience.

• At least 2 year experience participating on a project committee.

• Extensive customer service skills in a high volume nature, specifically resolving customer service concerns.

• Troubleshooting work order related issues.

• Experienced Oracle user.

• Advanced skill level with MS Office Suite (Word, Excel, Outlook).

• Work hours to be Monday through Friday day-shift, start time between 7:00-8:00am, end time between 4:00-5:00pm.
• Indoor office environment – working at desk/table.

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.