Ohsu Portland , OR 97228
Posted 1 week ago
Department Overview
This position provides administrative support and coordination for the Brenden-Colson Center for Pancreatic Care (BCCPC), a collaborative group of scientists and clinicians doing world-class translational research in pancreatic health and disease. It also provides extensive executive level support for the BCCPC Co-Director, including calendaring, booking travel, updating CV, processing reimbursements, etc.. For the Center, this person coordinates and communicates with a large number of personnel from different OHSU departments and programs who are affiliated with the BCCPC. The work includes scheduling numerous meetings among high-level OHSU faculty members; managing and publicizing several BCCPC seminar series, collaborative meetings, educational conferences and participation in community events; arranging visits by outside faculty; and serving as a point of contact for IT needs. The successful candidate will demonstrate professionalism, excellent communication and organizational skills; be resourceful, detail-oriented and adept with technology; and have the ability to anticipate needs while remaining flexible in a dynamic environment. Proficiency in MS Office 365 (including Sharepoint) and Outlook calendaring is required.
Function/Duties of Position
Executive Assistance:
Scientific and Administrative Meetings Coordination:
Management of regular Center meetings, conferences and seminar series that incorporate both internal and external constituencies and collaborators, including Pancreas Research Monthly speaker series, scientific program mini-retreats, annual CME and/or patient education conferences, External Advisory Board meetings, and Steering Committee, Strategy Committee and staff meetings:
Invites and schedules presenters as directed
Determines dates and times that work for the most participants, rescheduling as necessary
Sends meeting notifications and tracks attendance
Coordinates with EdComm for remote participation and recording set up or other required AV services
Identifies and reserves meeting rooms
Orders and oversees catering
Serves as on-site coordinator and troubleshooter
Communications:
Visitor Coordination:
Coordinates visits to OHSU for invited guest speakers, faculty recruitment candidates, and outside experts:
Schedules visit and coordinates logistics (lodging, travel, etc.)
Organizes visit itinerary, including seminars, one-on-one meetings, trainee lunches and faculty dinners
Publicizes talks and/or meetings to greater BCCPC community & other interested OHSU groups (creates flyer, sends calendar invitations)
Arranges space reservations, catering and A/V services
Serves as escort during guest visits
Arranges expense reimbursement and/or honorarium payments
Works in collaboration with counterparts in other OHSU departments for co-hosted visitors
Financial:
IT Contact:
Required Qualifications
Four years of general office or secretarial experience; OR
An Associate's degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
A Bachelor's degree and two years 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.
Job Related Knowledge, Skills and Abilities (Competencies):
Proficient user of MS Word and basic Excel.
Excellent command of MS Outlook, Sharepoint and Teams.
May be required to take skills assessment.
Must be able to perform the essential functions of the position with or without accommodation.
Preferred Qualifications
Bachelor's degree
Experience providing executive level support and supporting a team.
Experience coordinating a meeting series or conference and/or managing events.
Knowledge of Oracle, 25Live, Cisco Meeting (Webex), Adobe Acrobat Pro
Additional Details
Open-plan office environment. Work schedule can vary due to needs of special activities and events. This position is normally not suitable for remote work; employee is expected to work in person at the office.
Working at a desk (sitting) and utilizing a computer for most of the working day (8 hours), with breaks. Ability to ride the aerial tram and walk long distances across campus. Ability to lift and transport materials used in the course of duties to required locations, up to 25 lbs with accommodation.
Benefits:
Two separate above market pension plans to choose from
Vacation- up to 200 hours per year depending on length of service
Sick Leave- up to 96 hours per year
8 paid holidays per year
Substantial Tri-met and C-Tran discounts
Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)
All are welcome
Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.
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