Administrative Coordinator

The Academic Services Assistant is the main point of contact for the SON's Administrative Suite providing on-site support for a wide variety of professional, customer service, and administrative duties within the School of Nursing.

The position will support various faculty governance groups, and will provide backup operational support for technology and facilities. This position may support other areas of the school, as needed.

Education:

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.

Experience:

• One year of general office or secretarial experience.

Job Related Knowledge, Skills and Abilities (Competencies):

• Demonstrated successful work experience with Microsoft Word, PowerPoint, Excel and database applications
• Ability to take initiative and ownership of responsibilities
• Excellent interpersonal skills, initiative and the ability to work with diverse groups; students, faculty, staff, community business partners.
• Ability to be flexible regarding job assignments and support for other co-workers as needed
• Successful demonstration of positive teamwork attitude
• Ability to work effectively as a team member
• Ability to remain calm and patient in the face of competing demands

Key Responsibilities & Performance Standards:

1. Operational Support Administrative Assistance for the School of Nursing

• Front line point of contact for the SON Administrative Suite greeting faculty, staff, and students at the front desk.
• Manages all mail and deliveries for SON Portland, including signing for and disseminating incoming packages.
• Coordinates processes related to ordering and stocking of office and specialty supplies for all SON Portland workrooms and breakrooms.
• Back-up technology support for the SON including:
• Online teleworking and multimedia support for Faculty, Staff, and Students including backup support for the AV Support Phone;
• Responds to and triages general classroom and conference room technology questions;
• Cisco Webex Serve as support and facilitator for online Webex meetings, trainings, and events;
• Back-up support for the SON Portland Operations Coordinator including:
• Notifying OHSU facilities of urgent maintenance requests;
• Providing support to Emergency Action Team, as assigned;
• Provides general administrative support to the School of Nursing as needed.
• Supports Senior Associate and Assistant Deans with administrative tasks, as assigned.
• Assists Academic Programs with Exam Proctoring.
• Provides general administrative support to the School of Nursing as needed.

2. Faculty Governance Support

• Support various SON Faculty Governance groups with the following:
• Manages schedules & agendas, and take minutes as needed.
• Collection and distribution of confidential meeting materials.
• Maintains governance group's Sharepoint site.
• Provides technical support for meetings via Webex.
• Other administrative support for governance groups, as assigned.

3. Events Support:

• Assists a wide range of stakeholders to plan and execute SON-wide events.
• Events include, but are not limited to, retirement celebrations, seasonal SON parties, Puhaty Lecture, and Nurses Week. This position also supports Student Affairs in New Student Orientation, Graduation and Winter Completion ceremonies and activities as needed.

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