Administrative Assistant

Department Overview

The Department of Medicine (DoM) at OHSU is comprised of a diverse community of faculty, staff, clinicians, researchers, educators, and learners dedicated to advancing patient care, education, and research across eleven divisions.

This position provides comprehensive administrative and operational support to Department of Medicine leadership, including the Chair, Vice Chair of Administration, Associate Vice Chair of Administration, and other Department Vice Chairs. Responsibilities include complex calendar management, meeting and event coordination, communications, records management, website maintenance, and support for departmental initiatives.

The position also serves as the primary administrative contact for the Department of Medicine Grand Rounds continuing education program. Responsibilities include coordinating schedules, managing program communications, maintaining event and accreditation records, compiling and reporting program data, administering surveys, updating web content, and serving as a liaison to Continuing Professional Development (CPD) and Continuing Medical Education (CME) stakeholders.

Function/Duties of Position

Overall Administrative Support for the DoM Leadership Office:

• Provides administrative support to the Department of Medicine leadership team, including the Chair, Vice Chairs, and Associate Vice Chairs. Coordinates complex calendars, schedules meetings and events, prepares agendas and meeting materials, records meeting minutes, drafts and distributes communications, and coordinates department-sponsored training and professional development activities.
• Supports faculty and leadership recruitment activities, including candidate scheduling, itinerary development, coordination of interviews and meetings, arrangement of travel and lodging, and processing of associated reimbursements and reconciliations.
• Maintains departmental records, electronic files, and shared resources; manages administrative supply inventories and ordering; assists with departmental human resources and operational projects as assigned.
• Updates and maintains selected Department of Medicine web pages to ensure information is accurate, timely, and accessible.

DoM Grand Rounds Administrative Support:

• Serves as the primary admin support for the Department of Medicine Grand Rounds continuing education program. Coordinates speaker schedules, event logistics, communications, announcements, evaluations, attendance records, and accreditation documentation.
• Compiles and analyzes program data, prepares required CME and other quarterly reports, administers surveys, and monitors program activities to ensure compliance with CME and CPD requirements.
• Maintains Grand Rounds web content and regularly collaborates with departmental leadership, presenters, and CPD/CME stakeholders to support successful program delivery.

Public Relations/On Campus Support:

• Serves as the primary in-office point of contact for faculty, staff, students, visitors, and members of the public visiting the Department of Medicine at Marquam Hill. Provides professional, timely, and customer-focused responses to inquiries and requests.
• Assists with departmental events and visitor coordination and helps maintain a welcoming, service-oriented environment. Prioritizes and responds to urgent requests while keeping departmental leadership appropriately informed

Administrative support to the Executive Specialist(s):

• Provides backup and supplemental administrative support to Executive Specialists within the Department of Medicine, including assistance with scheduling, communications, meeting coordination, special projects, and other operational activities as needed.

IT Contact:

• Serves as the Information Technology Contact (ITC) for the Department of Medicine administrative offices. Acts as the primary liaison between departmental personnel and Information Technology Group (ITG) staff.
• Coordinates technology requests, assists with troubleshooting and issue resolution, manages technology inventory and equipment requests, and facilitates the acquisition and deployment of computers, phones, printers, and related resources.
• Monitors scheduling and utilization of departmental conference rooms and shared technology resources.

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. 

Preferred Qualifications

• Experience with scheduling/coordinating meetings and events 
• Intermediate Microsoft Suite skills (Word, Excel, Outlook, PowerPoint) 
• Ability to collect, record, and do basic analysis of data 
• Strong communication skills  
• Ability to maintain a professional demeanor with clients and coworkers 
• Ability to maintain confidentiality while handling sensitive documents and information  
• Experience supporting executive-level leadership.
• Experience in an academic medical center, higher education, or healthcare environment.
• Experience coordinating continuing education, conference, or accreditation-related activities
• Strong organizational skills.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to exercise sound judgment and discretion while handling confidential information.
• Strong interpersonal skills and ability to work effectively with individuals at all organizational levels.

Additional Details

• Work to be performed during business hours, Monday through Friday, 7:30am – 5:00pm (some flexibility within hours). Office is located on Marquam Hill. Work is primarily performed on site at OHSU's Marquam Hill campus and requires regular in-person presence to support departmental operations
• Ability to work on a computer for up to four continuous hours. Ability to travel across campus for meetings/events as needed.  Ability to carry and lift up to 20 pounds.

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