Administrative Assistant

Administrative Assistant US-OR-Portland AFSCME union represented Regular Full-Time $25.38 - $34.35 per hour with offer based on experience, education and internal equity Monday - Friday 8am-4:30pm Healthcare No Department Overview Cascade Life Alliance (CLA) is the federally designated organ procurement organization serving Oregon, Southwest Washington, and Western Idaho with a mission to save, enhance, and heal lives through organ donation and transplantation. Diversity, Equity, Inclusion, and Belonging are priorities at CLA. We are committed to fostering a culture where our unique backgrounds strengthen our ability to fulfill our mission and serve our communities. Attracting and retaining a workforce that represents the diversity of our communities is foundational to creating this culture. If you are passionate about making a meaningful impact and believe your skills and experiences can contribute to our mission, we encourage you to apply—even if your qualifications don't align perfectly with every requirement. The duties of this position are in support of the mission and goals of Cascade Life Alliance, "to save, enhance, and heal lives through organ donation and transplantation." The Administrative Assistant provides a wide range of administrative support to all the various departments within our organization and is vital role for the efficient flow of work between academic, professional, and technical staff. This position is the primary front office staff and will share general reception and front office duties, including meet and greet staff and visitors; telephone coverage, management of CLA shared mailboxes and RightFax correspondences, process incoming and outgoing mail, conference room scheduling & AV support, receiving deliveries; submitting maintenance/equipment repair requests, petty cash tracking, and back-up of duties of partner support staff. This position is responsible for a variety of other duties, including management of clinical supply ordering, receiving, restocking, organization, and inventory tracking; assembly of chart materials and case boxes/supplies; motor pool maintenance requesting and tracking; posting call schedules, assigning iTransplant tasks for staff tracking audits; monthly inventory management for satellite locations; and other special projects assigned by manager. Function/Duties of Position Responsible for general reception duties including greeting staff and visitors, triaging incoming phone calls, emails, and faxes, processing incoming and outgoing mail, conference room scheduling and AV support, receiving deliveries, submitting maintenance/equipment repair requests, and office supply ordering Management of clinical supply ordering, receiving, restocking, organization, and inventory tracking. Participate in Monthly inventory management for satellite locations. Assembly of chart materials and case boxes (Nanocool, blood, LIT) Motor pool maintenance requesting and tracking Assigning iTransplant tasks for staff tracking audit. Posting call schedules from Amion to iTransplant. Serves as backup support to other support staff in ordering office supplies, timekeeping, IT contact, front desk coverage for vacation & sick time, and other duties as needed. Other duties as assigned. Required Qualifications 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. Contact Compensation for confirmation of eligibility. Job Related Knowledge, Skills and Abilities (Competencies) Proficient with Microsoft 365 (Outlook, Word, Excel, Teams, OneDrive). Strong organizational, time management, and customer service skills. Excellent communication skills, both written and verbal. Ability to handle multiple tasks and the ability to insentiently prioritize job responsibilities. Must demonstrate professionalism and maturity in interactions with organ donor families, medical staff, CLA staff, and general public. Ability to be discreet and maintain the security of patient or customer information. The employee in this position is expected to uphold and demonstrate Cascade Life Alliance's core values by: Communicating honestly and with purpose, ensuring actions align with organizational values. Modeling inclusive behaviors and fostering an environment that respects and advocates for diverse perspectives. Demonstrating self-awareness of implicit and unconscious biases and actively seeking opportunities for growth. Resolving conflicts constructively and professionally, recognizing that strong collaborative relationships are essential to organizational success. Preferred Qualifications College degree with two years of office experience. Experience with Oracle, Logistics, and inventory coordination. Additional Details Monday - Friday, 8:00am-4:30pm, on-site at Cascade Life Alliance office (no remote or hybrid options) #J-18808-Ljbffr