Executive Assistant 2 at OHSU Innovates in US-Hybrid

Job description

• The purpose of this position is to provide confidential administrative and project support to the SVP of Finance & Treasurer, the VP of Campus Services, the AVP of Facilities and the Director of Design and Construction, while performing complex administrative services to ensure a high level of customer service and support.

Responsibilities

• Executive Support
• Anticipates Executive needs by furnishing information required for official reply to correspondence and other official acts, potentially of confidential nature.
• Researches, locates, assembles, and summarizes material, information, and data instrumental to executive action.
• Maintains executives calendars, including managing conflicts, coordinating scheduling request on behalf of Executives and in collaboration with other stakeholders and schedulers.
• Arrange group and individual meetings with stakeholders across OHSU and with vendors, as needed; assist with meeting scheduling, coordination and preparation on behalf of support staff as needed.
• Opens and process mail on behalf of Executives.
• Receives, interviews, and screens callers and visitors to department.
• Responds to complaints or concerns and obtains all pertinent details and contacts appropriate department or team for necessary action.
• Assists Executives with specialized support, travel, scheduling and project documentation, and any support needs, duties, projects, and/or events.
• Administration
• Serve as general crisis manager/problem solver for department.
• Review and resolve routine support related questions and issues; provide input regarding new or revised department procedures.
• Meet with stakeholders on department processes and products.
• Meet with supervisors and senior leadership on developing new procedures for department.
• Serve as liaison between the Executives and other partner departments and teams, including the Facilities Operations Support team for specialized tasks.
• Serve as liaison for Facilities work orders, building repairs, and construction requests.
• Represent department in internal and external university meetings and working groups.
• Plan and manage physical space for unit/department.
• Maintain office supplies/equipment/inventory.
• Attend conferences or trainings.
• Project Support
• Review project assignment to determine scope and diversity of involvement, training and resources needed, necessary contacts and required procedural administrative actions.
• Reviews existing methods and procedures, and modifies as necessary to accomplish assignment.
• Help identify potential difficulties and determine means of lessening or avoiding them.
• Contacts appropriate participants such as various internal units, private businesses and organizations, special interest groups, local communities, and the public.
• Seeks cooperation and input in project assignment; coordinates needed meetings or hearings to gather input and meets procedural requirements.
• Identifies resources and administrative steps needed for project completion.
• Develops project plans in consultation with appropriate participants.
• Initiates project and coordinates steps to ensure participation of appropriate interested individuals and groups.
• Represents OHSU in meetings, administrative hearings, etc. in dealing with affected and interested individuals and groups concerning the project.
• Moderates divergent viewpoints and helps build consensus among those involved appropriate to the project assignment, processes, and procedures.
• Monitors project status to ensure progress toward completion and required procedural steps are completed fully and timely.
• Informs interested groups and individuals of project progress, and that project output is appropriate.
• Modifies project plan and coordinates changes with participants as necessary in response to unforeseen changes or unexpected developments.
• Closes files upon project completion and reviews records to ensure documentation is appropriate and complete.
• Departmental Communication
• Communicate on behalf of Executives to key internal and external stakeholders.
• Written and verbal communication with departmental colleagues, leaders, employees and outside queries; maintains and compiles communication files. Gather, enter, and analyze information to prepare informational documents and data utilizing Microsoft Word, Excel, PowerPoint, and SmartSheet.
• Provide information to the OHSU community, public, visitors and guests through telephone, letters, and email.
• Other
• Coordinates and supports executive-level events and meetings by managing logistics, venue arrangements, vendor contracts, catering, registrations, travel accommodations, agendas, meeting materials, and event communications.
• Register employees for training, seminars and conferences, request travel authorization numbers from the Travel office, arrange out of area travel including airfare, hotel and rental car, process travel advance requests.
• Arrange parking for department guests through the purchase of a parking pass or by providing a coupon code and map of pay station garages.
• Use P-Card for appropriate purchases.
• Other duties as assigned.

Requirements

• Bachelor’s degree in relevant field.
• One (1) year of administrative experience. OR
• Equivalent combination of education and experience.
• Skills and Abilities
• Knowledge of management and supervisory principles.
• Must have excellent communication, analytical, and organizational skills, both written and verbal.
• Must have demonstrated customer service skills both on the phone and in person.
• Must be able to work independently and as part of a team.
• Able to establish and enforce policies and expectations in a clear, consistent, and reasonable manner.
• Must be proficient with computers and PC software, particularly e-mail, word processing, spreadsheets, database, and presentation graphics.
• Must possess energy and drive to coordinate projects and facilitate change.
• Must work collaboratively in resolving issues and problems.
• Knowledge of OHSU policies and procedures.
• Jira, Kronos and Oracle experience.

Skills

Preferred

• Jira, Kronos and Oracle experience

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year, prorated for part-time.
• Extended illness bank - 64 hours per year, prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.