Administrative Assistant

Department Overview

The purpose of this position is to provide secretarial, administrative, record processing, technical and information and services to School of Nursing Administrative team, including the Campus Associate Dean, the Program Associate and SON OHSU grant programs at the La Grande Campus.

Function/Duties of Position

Public Relations:

• Meets and greets administrators, faculty, and students daily and maintains a cordial and welcoming environment.
• Provides campus facility tours to students/families.
• Responds daily to phone calls and emails from the public, host campus, and OHSU community pertaining to the SON La Grande Campus, responding with a professional level of proficiency and integrity.
• Responds daily to priority requests re-adjusts workload as needed and keeps the Campus Program Associate and Campus Associate Dean appropriately informed.
• Assist with event planning and arrangements.
• Point person for contact with local media.

Administrative Support:

• Assist with campus employee onboarding, including ordering badges/keys, assisting with parking, securing equipment, and office set up.
• Participates in committee meetings and campus events; prepares agendas, assists with arrangements, and takes minutes.
• Prepares and composes correspondence, reports memos, or other program documents routinely.
• Manages incoming/outgoing mail
• Maintains faculty/staff directory and shared email accounts
• Orders administrative supplies, such as printing and office supplies.
• Organizes/archives/manages pictures and documents on shared drives.
• Oversee and update the Emergency Plan documents that are posted, as well as the Emergency Plan Notebook. Work with OHSU SON HR (Mindy Proski) to be sure that all faculty staff have the appropriate emergency equipment and that the La Grande Campus Emergency equipment is current.
• Act as the Emergency Preparedness Representative for the La Grande Campus.
• Oversee the compilation of the preceptor, pre-nursing, clinical partner and visitor information packets.
• Provides administrative support to the School of Nursing with the following responsibilities: Travel Reimbursements - Reconciliation, Campus Associate Deans P-Card,

Educational Program Support:

• Prepares and disseminates sophomore student "My Story" biographies each year.
• Writes and sends Preceptor and Clinical Partner thank you notes each term.
• Facilitates test proctoring as requested by faculty.
• Works with OHSU Communication Specialist (Christi Richardson-Zorbalski) regarding La Grande Campus Updates and student/event stories monthly.
• Support faculty and program associate in taking photos and archiving photos of key events. Including class photos.
• Designs and prints posters, certificates, and programs for student/faculty events
• Update the Badgley Hall (North side) Display Case each term and as needed throughout the academic year.
• Post flyers and pertinent faculty/student information.
• Assist Faculty Advisor for Student Senate and keep budget up to date.
• Work with Student Senate Treasurer to coordinate purchases with the OHSU procurement card.
• File the Student Clinical Evaluations each term. This includes checking off the students from each cohort - assuring that all information is accurate and complete.
• Archive newspaper clippings, cards, and other information about the SON-La Grande Campus, faculty, staff and students. Keep albums updated.

Service Excellence Responsibilities:

• Provides back-up as needed to support the work of the Program Associate in order to meet the student, faculty, and team needs.
• Fulfill responsibility to the organization through performance that promotes the service excellence philosophy.
• Performs other duties as required.

Administrative Grant Support:

• Provides administrative support to DNP distance delivery students and La Grande Campus grant programs.

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.

• Knowledge of academic organizations through work experience or education.

• Experience working independently and in groups.

• Demonstrated experience with working on multiple projects at once, and work on large multi-layered projects with multiple components with a high degree of accuracy.

• Experience with responding to calls, emails, and visitors and being present consistently during scheduled hours.

• Demonstrated experience with managing a complex filing system including paper and electronic documents.

• Experience with data entry and using raw data to create summary reports.

• Ability to work collaboratively with internal and external academic, unclassified management, and classified personnel.

• Ability to respond to calls, emails, and visitors, while maintaining a friendly, courteous tone in all interactions.

• High degree of accuracy in all work.

• Ability to maintain confidentiality and manage sensitive documents, including cash, in an appropriate and highly accurate manner.

• Ability to work independently as well as with a team.

• Ability to effectively use Word, Excel, PowerPoint, and Publisher.

• Proven ability to utilize Word to write letters, emails, and create forms, and utilize Excel to merge data for labels and letters.

• Must have highly developed written and verbal communication skills with the ability to accurately alphabetize, use web tools like Google and use related office machinery like the phone, fax, scanner, and copier.

• Must project a friendly and approachable manner and be able to diffuse difficult interactions with customers.

• Must be able to utilize Excel to sort data, insert header rows, sum, and merge data.

• Demonstrated experience with data entry, filing, and work processing skills.

• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Bachelor's
• Four years previous office experience working in a higher education setting preferred; OR two years' experience in high volume customer service oriented office setting.
• Experience with planning and implementing events.
• Experience working with computer systems and complex data systems preferred.
• Experience with Banner (or related student database like Datatel), Visio, Adobe Acrobat, and Dreamweaver preferred.

Additional Details

This is a part-time position (0.5 FTE - 12 month). Hours will be negotiated based on academic term, and the needs of the SON. Some early morning, evening, and weekend hours may be required for special events. This person may have a shared office space. Office noise and interruptions from internal and external audiences including phone, visitors, and activities outside the office area may be frequent.

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 askhr@ohsu.edu