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 assist with and coordinate the activities of the Director of Clinical Operations & Optical Services, Director of Clinical Operations, and Practice Managers, and to support the daily operations of the CEI Administrative Office for the Casey Eye Institute, Department of Ophthalmology. This position serves as the primary point of contact for the CEI Administrative Office front desk and main phone lines, serves as a departmental timekeeper, and serves as back up departmental facilities project manager for needs related to departmental space on campus and at satellite locations, including conference room management.
Function/Duties of Position:
Administrative Support for Clinical Operations Leadership and CEI Committees
- Provide confidential executive administrative support to the Director of Clinical Operations & Optical Services, the Director of Clinical Operations, and Practice Managers.
- Manage and organize scheduling priorities, calendars and meetings for the Directors of Clinical Operations, including complex and confidential organizational meetings with groups of faculty, non-faculty, and off-campus collaborators and external contacts. Proactively communicate time commitments, obligations, and schedule conflicts.
- Coordinate agendas and materials, attend and take meeting minutes, track action item follow-up, and distribute materials for recurring clinical operations and management meetings.
- General administrative activities including coordinate travel, process reimbursements, and reconcile procurement cards, general clerical functions, and compose, draft, and proof written material such as correspondence, presentations, and manuscripts.
- Provide support for CEI Committees and Programs for the Department of Ophthalmology at the direction of the Department Director and Chair, Department Administrator, and Committee/Program Chairs. Provide support and project management for special projects, and collaborate cross-functionally to execute departmental and institutional meetings and events.
- Provide project support, meeting preparation, and presentation development for clinical operations and departmental initiatives as assigned.
Front Office Operations and Administrative Office Support
- Serve as the primary point of contact for the CEI Administrative Office: greet visitors, answer the front door, and provide primary telephone coverage for the CEI main phone lines in coordination with administrative support staff.
- Coordinate Administrative Office coverage with administrative support staff to maintain consistent front desk and telephone availability, including during lunches and staff absences.
- Coordinate and issue parking passes for visitors, candidates, and departmental guests.
- Process procurement and office supply orders for the CEI Administrative Office, and maintain office supply inventory.
Facilities and Space Support
- Act as backup to the departmental Facilities Manager. Act as liaison to OHSU Design & Construction, architectural firms, contractors and vendors to represent departmental interests, facilitating adherence to timeline and project budget. Assist as needed with projects from pre-construction meetings to project completion.
- Assist the departmental Facilities Manager with conference room and space management, including review and approval of 25Live room reservation requests.
- Assist with needs related to departmental space on campus and at satellite locations, including interdepartmental relocation of faculty and staff, space configuration in compliance with OHSU regulations and ergonomic needs, signage, the annual Space Survey, and records of room use and room codes. Enter and track Work Requests related to facility needs and act as liaison to OHSU Facilities Management, Parking, Public Safety, and Environmental Services.
- Assist with evaluation of clinical and research equipment purchase requests, including budgetary considerations, choice of vendors, quotations, and purchase orders for all campus and satellite locations. Help coordinate intake inspection, periodic maintenance, repairs, moves and placement in conjunction with Clinical Technology Services, and process Surplus requests.
Timekeeping: Serves as a Departmental timekeeper, sharing timekeeping duties with the Executive Assistant 2.
- Monitor time-clock entries and coordinate with employees and supervisors to identify and input corrections, process historical adjustments and troubleshoot timekeeping and payroll issues.
- Advise managers on complex timekeeping inquiries, liaise with payroll and Kronos Helpdesk as needed.
- Run timekeeping reports for managers as requested.
- Communicate changes with timekeeping processes, accrual banks, eligible differentials, etc. with managers and staff.
- Enter resident vacation and leave adjustments in Kronos from the batches submitted by the residency program.
Other Administrative Duties
- Act as backup to the Executive Assistant to the Chair.
- Assist with special projects for the Vice Chair of Administration and the Executive Assistant to the Chair as assigned.
- Other duties as requested by manager.
Required Qualifications:
Education: High school diploma or equivalent
Experience:
- Four (4) years of clerical, secretarial, or administrative support experience. One year of experience in executive support preferred.
- Basic proficiency with office technology (e.g., Microsoft Office Suite). Ability to handle confidential materials with discretion
Job Related Knowledge, Skills and Abilities:
- Must have experience dealing with sensitive, highly confidential information.
- Experience with explaining and disseminating policies, processes and procedures.
- Experience establishing and maintaining effective working relationships with individuals from a variety of professional backgrounds and levels in an organization.
- Experience working independently as well as a member of a team.
- Experience learning complex, matrixed procedures and systems and articulating relevant information to necessary parties in a comprehensive manner.
- This position requires strong public relations skills and excellent verbal and written communication.
- Excellent computer skills including strong experience and working knowledge in MS Suite and Adobe Acrobat.
- Must maintain professionalism at all times, and possess strong relationship-building skills with patients, providers, staff and management. Exceptional customer service skills and telephone etiquette.
- Exceptional interpersonal skills and ability to handle difficult situations diplomatically and professionally. Ability to resolve conflicts and problem-solve between parties.
- Strong working knowledge of basic accounting principles.
- Excellent organizational skills and the ability to manage multiple tasks and competing priorities. Ability to meet deadlines and urgent customer and system needs.
- Must have demonstrated record of reliable attendance, punctuality and proven successful performance in past and present.
Preferred Qualifications:
Bachelors Degree in relevant field
Experience working in an academic medical environment preferred.
Oracle, Kronos and Epic experience preferred.
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