Administrative Assistant
On-sitePortland, Oregon, United States
Job Summary
Coordinate complex calendars, manage meeting logistics, and prepare agendas for Department of Medicine leadership. Serve as the primary administrative contact for the Grand Rounds continuing education program, handling speaker schedules, accreditation records, and CME data reporting. Maintain departmental records, web content, and IT inventory while acting as the liaison between staff and the Information Technology Group. Support faculty recruitment by managing candidate itineraries and interview coordination. Respond to inquiries from faculty, students, and visitors to maintain a service-oriented environment on Marquam Hill.
Required Qualifications
- Two years of general office or secretarial experience
- An Associate's degree or certificate in office occupations or office technology and one year of general office or secretarial experience
- A Bachelor's degree and one year of general office or secretarial experience
- An equivalent combination of training and experience
- Successful completion of a formal OHSU Administrative Internship Program
- Ability to work on a computer for up to four continuous hours
- Ability to travel across campus for meetings/events as needed
- Ability to carry and lift up to 20 pounds
Desired Qualifications
- Experience with scheduling/coordinating meetings and events
- Intermediate Microsoft Suite skills (Word, Excel, Outlook, PowerPoint)
- Ability to collect, record, and do basic analysis of data
- Strong communication skills
- Ability to maintain a professional demeanor with clients and coworkers
- Ability to maintain confidentiality while handling sensitive documents and information
- Experience supporting executive-level leadership
- Experience in an academic medical center, higher education, or healthcare environment
- Experience coordinating continuing education, conference, or accreditation-related activities
- Strong organizational skills
- Ability to manage multiple priorities with minimal supervision
- Demonstrated attention to detail and commitment to accuracy
- Ability to exercise sound judgment and discretion while handling confidential information
- Strong interpersonal skills and ability to work effectively with individuals at all organizational levels
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