Temporary Administrative Assistant

Administrative Assistant

The Administrative Assistant (AA) performs and coordinates a wide variety of advanced technical and administrative related tasks to support multiple leaders in the Centralized Access Services departments which consists of the Incoming Referral Center, Ambulatory Access Services, Connected Care Center and Centralized Imaging Scheduling. This position is responsible for performing various day to day process-oriented action items related to timekeeping, HR functions, leader scheduling support, employee engagement and other duties as assigned. The person in this role is expected to work at a high level with little supervision and have the ability to analyze situations and make decisions based on knowledge of OHSU policies and procedures.

The position is primarily remote with some time spent on campus and our office location, Marquam Plaza, as needed and requires someone who can problem solve and stay highly organized, as well as high level written and verbal communication skills and the ability to stay calm under high pressure conditions and timelines.

Function/Duties of Position

Administrative and Organizational Support

• Provide high level support to the Centralized Access Services' Supervisors, Manager, Director and AVP
• Help coordinate meetings and events
• Prepare and submit HR forms
• Help support onboarding of new employees
• Supply ordering and in-person office management
• Mail patient letters and manage in-person mail at Marquam Plaza
• Support employee engagement initiatives

Timekeeping

• Manage timekeeping for the 100+ employees of Centralized Access Services
• Complete timecards edit requests and review timecards for accuracy
• Be point-person for all timekeeping questions and requests from employees
• Track attendance, occurrences and leave

Other Duties as Assigned

• Act as backup or as joint support for general office duties and other admin staff within Ambulatory Services, within scope of the AA classification

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.

Preferred Qualifications

• Extensive computer skills including MS Office Suite (Word, Excel, Power Point, Access, Outlook), and Windows required. Excellent customer service skills, and ability to multi-task in a fast-paced environment required.
• Must be detail oriented and have good organizational skills.
• Must be able to demonstrate excellent customer service skills and communication skills, including both written and verbal.
• Must have good grammar skills.
• Must have a demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers.
• Must be able to work both with a team and independently.
• Advanced knowledge of Microsoft Teams and Smart Sheet.

Additional Details

• Subject to computer work for several hours, as needed.
• May be expected to utilize office equipment within work area.
• Sitting in a chair or on a stool continuously, up to 8 hours per day
• Changing Position intermittently, as needed from sitting to standing to walking, etc.
• Walking intermittently 2 - 4 hours per day on concrete, vinyl, and carpeting.
• Carrying and lifting Up to 25 pounds (supplies, equipment, books, papers, etc) for intermittent periods and distances.

Why Apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact View email address on click.appcast.io