Program Coordinator Executive Assistant Jobs in Oregon

Shift 5x8s 8-430pm
Onsite
Onsite interview
*High priority backfill position must be a Polished candidate, no RTO, and 100% will accept the position if offered.

Experience with Microsoft Office applications.

REQUIRED EXPERIENCE:

• Four years clerical/secretarial experience, which includes one year of work for a senior level executive utilizing highly developed organizational skills;
  OR
• Associates Degree or certificate in office occupations or office technology and three years of secretarial experience

OR

• A Bachelor's degree and two years of secretarial experience.

One year of full time work or equivalent must have been working for senior management utilizing highly developed organizational skills at the full performance level.

Courses or training in office occupations or office technology may be substituted for up to one year of the clerical/secretarial experience.

The School of Medicine Office of the Dean and OHSU Health Hospital Administration are the central administrative units for the OHSU School of Medicine, and OHSU Health.

This position provides executive and administrative support to the executive leadership team and is a member of the central administrative team supporting SoM and OHSU Health. This position is responsible for a variety of administrative activities including calendar management and logistics coordination, and support for executive meetings and events. This position coordinates travel arrangements, expense reports and reconciliation of OHSU Pcards, and provides back-up administrative support to other senior level executives in the SoM Dean’s Office. This position is a member of the Administrative Team and contributes to the overall administrative support to the office.

The candidate must have excellent time management and customer service skills to time-sensitive requests from internal and external customers. The candidate must be detail-oriented, be able to multi-task in a fast-paced environment and always demonstrate a professional demeanor. The candidate must possess excellent organizational skills, manage competing priorities, and meet deadlines in a rapidly changing environment. Demonstrated sensitivity and judgement is imperative as the candidate may have access to and knowledge of specific and detailed confidential information in advance of public dissemination. The candidate must be able to perform at a level that requires little or no supervision.

Specific Responsibilities:

1. Executive Level Support / Calendaring
   a. Manages complex scheduling priorities and coordinates day-to-day activities for executives.
   b. Advises executives of commitments and obligations.
   c. Arranges group and individual meetings with hospital and university officials, and external collaborators and partners
   d. Reviews and sorts incoming mail for executives. Determines disposition of written communications.
   e. Research information required for directors projects, prepare and design documents for PowerPoint presentations.
   1. Administrative support for Dean’s Office.
   a. Front desk coverage. This involves greeting guests, answering main office line, and distributing incoming and outgoing mail.
   b. Assist with SoM events and visiting guests. This involves managing logistics, catering, distributing invitations and developing visit schedule with input from executive leadership team

1. Meeting and committee support.

a. Attend and coordinate meeting agendas, notices, follow-up action items and meeting notes for SoM meetings lead by the Dean. These include, but are not limited to the All-Chairs, Deans, and weekly Dean’s Huddle.
b. Setup A/V equipment for hybrid meetings, presentations, and materials for e-distribution.

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