Assistant To The Superintendent (Ess2)

Initial Posting Date:

06/26/2024

Application Deadline:

07/07/2024

Agency:

Oregon Health Authority

Salary Range:

$4,258.00-$6,071.00 Monthly

Position Type:

Employee

Position Title:

Assistant to the Superintendent (ESS2)

Job Description:

This is a 12 month Limited Duration Position

Are you ready to make a significant impact? The Assistant to the Superintendent role offers a unique opportunity to provide confidential and vital support to the Superintendent and Deputy Superintendent of the Oregon State Hospital. In this dynamic position, you will:

• Support Strategic Administration: Assist the Superintendent and Deputy Superintendent in driving the hospital's mission and operational objectives, ensuring seamless coordination of projects and operational issues.

• Lead and Direct: Provide clear direction to staff, manage work assignments, and enhance office management systems.

• Enhance Office Efficiency: Oversee administrative systems and office functions, ensuring a well-organized and efficient workplace.

Join us in this pivotal role and contribute to the exceptional management and operation of the Oregon State Hospital.

What You Will Do:

• Liaison Roles: Serve as the primary liaison between the Superintendent and Deputy Superintendent and various stakeholders, including OHA/OSH personnel, OSH patients and families, representatives from state and local government, state agencies, organizations, and the general public. This role requires adherence to established policies and a strong ability to manage public relations, maintain confidentiality, and ensure thorough coordination and follow-up.

• Screen Inquiries: Act on behalf of the Superintendent in screening telephone inquiries and requests, prioritizing and delegating responsibility, or researching and referring matters for the Superintendent's final decision.

• Interpret Regulations: Read and accurately interpret department regulations, programs, standards, and procedures on behalf of the Superintendent.

• Follow-Up Responsibilities: Diligently follow up on assignments and actions stemming from telephone calls, emails, and other sources. Provide requested information, address complaints, or escalate issues to leadership as needed.

• Meeting Coordination and Support: Coordinate and support meetings as directed by the Superintendent or Deputy Superintendent. Responsibilities include scheduling, preparing agendas and documents, coordinating presenters, tracking attendance, monitoring decisions and actions, reporting outcomes, taking minutes, assigning tasks, and ensuring follow-up within established timeframes. This encompasses, at a minimum, Executive Team meetings, Town Halls, and SuperPAC meetings.

• Manage Meetings: Plan, organize, and manage the Superintendent's meetings with OHA leadership, stakeholders, and the public, including arranging travel for speaking engagements, hearings, conferences, and meetings.

• Coordinate Communication: Act on behalf of the Superintendent and Deputy Superintendent by reading and accurately interpreting department regulations, programs, standards, and procedures. repare and review all written communication to and from the Superintendent's Office.

• Participate in Planning: Serve on the Superintendent's Cabinet, aiding in agency planning and implementation, managing agenda development, accurately recording meeting minutes, and ensuring timely follow-up on issues.

• Support Advisory Board: Provide administrative support to the Oregon State Hospital's Advisory Board, including scheduling meetings, developing agendas, managing logistics, and recording minutes.

• Backup Assistance: Serve as backup to the Assistant to the Deputy Superintendent and CFO/COO.

• Coordinate Abuse Investigations: Collaborate with the Office of Adult Abuse Prevention and Investigations to coordinate the hospital's confidential abuse investigations, including preparing correspondence and maintaining data.

• Maintain Policies: Work with the Policy Review Panel to maintain current and archived policies and procedures in accordance with the State of Oregon's schedule.

• Promote Cultural Competence: Foster a diverse workforce and a discrimination/harassment-free workplace, valuing individual and cultural differences, and treating all stakeholders with dignity and respect.

Work Environment:

The ideal candidate thrives in a fast-paced, demanding office setting that requires keen independent judgment and the ability to:

• Set Priorities: Independently identify and manage priorities in a dynamic environment.

• Adapt Quickly: Adjust to rapidly changing situations and issues with ease.

• Multitask Efficiently: Juggle multiple tasks while meeting tight deadlines.

• Navigate Sensitivity: Understand the political and public sensitivity of issues and decisions.

In this role, you will communicate with a diverse range of organizations, officials, and individuals, including those from different cultural and ethnic backgrounds, persons with disabilities and their families, and the general public. You may encounter emotionally charged individuals via telephone, email, and in person.

Please note, the role may require working beyond standard hours, exceeding eight (8) hours in a day or forty (40) hours in a week.

If you are resilient, adaptable, and eager to make a difference in a dynamic environment, this position is perfect for you.

What's in it for you?

• Medical, vision, and dental benefits

• 11 paid holidays

• 8 hours of vacation per month, eligible to be used after 6 months of service

• 8 hours of sick leave per month, eligible to be used as accrued

• 24 hours of personal business leave per fiscal year, eligible to be used after 6 months of service

• Pension and retirement programs

• Opportunity to potentially receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF)

• Continuous growth and development opportunities

• Opportunities to serve your community and make an impact through meaningful work

• A healthy work/life balance, including some remote options as well

We offer a workplace that balances productivity with enjoyment; promote an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate in an open office with a team of bright individuals to work with and learn from. We offer full medical, vision and dental with paid sick leave, vacation, personal leave and ten paid holidays per year plus pension and retirement plans. If you're driven by the passion to do something meaningful that changes lives, the Oregon Health Authority is the place for you.

The Oregon Health Authority is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information or any other protected class under state or federal law. Click here, to learn more about OHA's mission, vision, and core values.

Minimum Qualifications

One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Additional Requirements

• Must have excellent customer service skills, with the ability to effectively communicate detailed information, both orally and in writing, to a broad spectrum of executive, management, professional, technical, and employees within the agency, other state and federal agencies, and the public.

• Advanced skills in Microsoft Office programs (Word, Excel, PowerPoint, Outlook).

• Proficiency in other related computer programs (AdobePro, Visio, Sharepoint, Intranet Web Page Editing).

• Proficiency and technical troubleshooting experience in video conferencing software programs (Teams, Skype, Zoom, etc.)

• Communication must be at a professional level with attention to grammar, spelling, and punctuation.

• Ability to meet numerous firm deadlines, with frequent interruptions in daily work schedule.

• Ability to work with people who have diverse interests.

• Understanding of governmental relations and public policy related to issues and challenges facing mental health.

• Experience with project management tools and concepts.

• Ability to handle sensitive matters and materials in a confidential manner.

How to apply:

• Complete the online application

Need Help?

If you need assistance to participate in the application process such as an alternate format to apply, please call Barry Lein

Voice/text: 503-440-6484

Email: barry.lein@oha.oregon.gov

Additional Information

• Please monitor your Workday account, as all communication will be sent to your Workday account. You must have a valid e-mail address to apply.

• If you are a veteran, you may receive preference. Click here for more information about veterans' preference. If you checked that you are a veteran, we will ask you for your documents later in the process.

• We do not offer VISA sponsorships or transfers at this time - unless specifically noted. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

• If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.

• Please only attach documents that are related to the position. Additional documents that are attached will not be reviewed.

• Applicant Help and Support webpage

The Oregon Health Authority is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience, and training for this position. (critical elements of process).

The Oregon Health Authority is an equal opportunity, affirmative action employer committed to work force diversity.