Administrative Assistant

Department Overview:

OHSU Casey Eye Institute is a premier academic medical center providing eye care for adults and children in the Pacific Northwest and beyond. We treat eye conditions from the most straightforward to the most complex and offer expert care in all ophthalmology specialties.

 

Since 1945, OHSU Casey Eye Institute doctors and vision scientists have worked side by side to discover the causes of eye disease and find new treatments. Bringing research and patient care together helps us turn possibilities into realities. OHSU Casey Eye Institute is a "High Performing" eye hospital, which means we are ranked in the top 10 percent nationally by U.S. News & World Report.

 

The purpose of this position is to provide administrative support to the Casey Eye Community Outreach Program related to the program's operations including community-based and school-based vision screening services for adults and children, research activities, and vision health educational activities in Oregon, and beyond!

 

This includes enrolling and registering vision screening participants, providing customer service and point of service support for the program, purchasing supplies, data entry, assisting in coordinating outreach and research activities (domestic and international), arranging meetings, project assistance, submitting reimbursements and providing general office support.

Function/Duties of Position:

Program Participant Enrollment & Tracking

• Schedule and register vision screening participants into OHSU Epic.
• Index external orders into OHSU Epic for image interpretation and transmitting screening results.
• Enter mobile and telehealth screening data into RedCap, or other databases.
• Index consent forms to OHSU Epic, Redcap, and/or other designated databases, in compliance with approved protocols.
• Accurately enter and update data in designated databases and tracking systems within established timelines to support effective program operations, reporting, and evaluation.
• Ensure timely and accurate data entry, record maintenance, and quality assurance to support program monitoring, compliance, and outcome reporting.
• Track program metrics, screening results to help generate reports, and data sets from Epic, RedCap or other program databases for analysis.

Program Support

• Provides high quality customer service to both external and internal customers including community partners, program participants, volunteers, other OHSU depts./contacts, etc.
• Provide flexible coverage of administrative and operational needs, and the continuous application of process improvement methods and skills.
• Prepare materials for the program services including: vision screening packet consent forms; evaluation and training materials for community-based vision health educational activities; and other outreach activities as needed.
• Manage pre and post participant vision screening records and results, in compliance with clinical and research protocols, and as outlined in the community partnership agreements.
• Purchase vision screening supplies, general office and other items for both domestic and international outreach activities.
• Assist with literature research, and update EndNote reference files.
• Reconcile P-Cards, create and reconcile Purchase Orders, and submit reimbursements across the program.
• Monitor and triage program email, fax and phone line and direct program inquiries to the appropriate staff.
• Provide support for projects within both domestic programs on an as-needed basis.

Other duties as assigned to provide effective support to the Casey Eye Community Outreach Program’s activities

Required Qualifications:

Education/Experience:

• 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.

 

Skills/Abilities:

• Demonstrated ability to take initiative and complete projects.
• Excellent written and verbal communication. 
• Detail oriented, highly accurate, and able to multi-task.
• Ability and experience working within a team.
• Strong computer skills and advanced MS Office (Word, PowerPoint, Excel) expertise
• Ability to operate and communicate effectively and professionally while meeting multiple deadlines and completing projects simultaneously.
• Ability to prioritize and balance multiple tasks with interruptions.

Preferred Qualifications:

Bachelor's in any field OR Associates AND Bilingual

 

Experience in public health, community outreach/service/engagement and/or program support.

 

Experience with Epic, RedCap or other EHRs and databases.

 

Demonstrated ability to manage own performance to achieve expected results with the expected level of oversight or follow up

Additional Details:

Position is based in the Outreach Office on Marquam Hill and follows a Monday–Friday schedule. Limited travel to service sites across Oregon may be required, along with occasional weekend work (less than 2% of total work time), typically with advance notice.

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