The Knight Cardiovascular Institute (KCVI) is recognized as a top integrated center for cardiovascular clinical care, translational research and professional training in all aspects of heart and vascular disease. Guided by a multi-disciplinary approach, researchers and clinicians drive a vibrant translational research program, which focuses on delivering the latest knowledge and cutting-edge care to patients. Specifically, research at KCVI seeks to improve patient outcomes by achieving earlier diagnosis of disease, more accurate monitoring of its progression, and tailoring therapy to the molecular basis of disease.

 

The Administrative Assistant’s purpose is to provide administrative support to the Knight Cardiovascular Institute faculty by assisting with preparing of reimbursements, disbursements and travel documents’ filing, mailing, setting meeting and interview times and travel agendas. Heavy emphasis on calendar support, which includes: QGenda,organizing events, tracking calendars and preparing financial documents. Will also be involved in purchasing materials; paying invoices and other misc. office assignments as needed. Hybrid schedule, will come on- site to cover when manager request on-site coverage.

• Administrative and General Office Support: Serves as administrative support to Knight Cardiovascular Institute faculty members which includes managing Outlook calendars, typing a variety of correspondence.  Opens and distributes mail; orders lab coats and business cards; answers phones and provides information/direct calls, faxes.  Orders office supplies, phone, computer and printer support.  Organizes and maintains filing systems as appropriate.  Participates in event coverage as needed including booking conference rooms, ordering catering and setup/clean up. Arranges meetings by request of faculty or manager using Outlook. Maintains call calendars and schedules for clinical duties as appropriate.    

• Financial Support: Responsible for preparing, submitting, tracking and reconciling a variety of financial/accounting documents such as purchase orders, disbursement requests, one time payments,  travel reimbursements, deposits as well as ordering/requisitioning limited to 5K lab supplies.  Requisitions above this amount will be completed by Liz Veasey and Emily Hauser. Responsible for  purchasing and receiving activity. Prepares, modifies, and forwards for approval all Oracle purchase requisitions. Electronically receives and closes out purchase orders within 90 days of creation.

• Clinic/Lab/PAS Support: Communication with scheduling team about updating/blocking clinic and/or lab schedules for upcoming vacations, clinic swaps, etc

• Assists with visitor and volunteers for KCVI, this includes coordinating with the SoM, office international affairs and faculty to set up non OHSU student interns, visiting scientists and other non- employee volunteers.

• Support KCVI administrators and managers on short-term projects as needed. Back up support for administrative team and KCVI Administrative Manager as needed. Communication short term and long term projects; responsible for preparing, submitting, tracking, scheduling, planning, and onboarding. This may include vacation coverage, work overflow management and special projects as assigned.  See addendum 1 for details of onboarding and what administrative assistant are responsible. 

• IT: phone, computer or laptop, long distance code, Xdrive access, mobile, surplus, pager, SPOK, universal CARS (additional CARS submitted by hiring manager)

• Space: furniture, office supplies, heat jack for phone, key order

• Admin: lab coat, surplus, scrubs, copier access, business card, mail box, photo headshot request send to EdComm.

• 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.

• Demonstrated competency with Microsoft Word, Excel, Powerpoint and Outlook.

• Typing 45 WPM.

• Eperience with scheduling appointments and complex calendaring.

• Experience with event coordination, catering, lectures, and meeting/greeting visitors, and affiliates. 

• Proficient in Oracle or a similar ordering system, including experience with creating requisitions and recieivng. 

• Must be detail oriented, self-motivated and able to problem solve.

• Must have excellent interpersonal and public relations skills.

• Must possess strong organizational skills, must be flexible, creative, with demonstrated professional customer service skills/experience both over the phone and in person. 

• Requires multi-tasking prioritizing to stay organized with multople interruptions. 

• Skill at taking meeting minutes and composing, editing, proofing, and copying written materils.

• Ability to perform the job duties with or without accommodation.

• Bachelor's degree preferred.
• Experience with Oracle's iProcurement system preferred.. 

Monday - Friday 8:00am-4:30pm; hybrid schedule. On-site days, Wednesdays, Thursdays, and Fridays.

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.