Administrative Assistant
On-sitePortland, Oregon, United States
Job Summary
Coordinate complex calendars, meetings, and events for Department of Medicine leadership, including the Chair and Vice Chairs. Manage departmental records, web content, and IT requests while serving as the primary liaison for the Grand Rounds continuing education program. Support faculty recruitment through scheduling, travel arrangements, and reimbursement processing. Act as the in-office point of contact for faculty, staff, students, and visitors, prioritizing urgent requests and maintaining accurate accreditation documentation. Work Monday through Friday, 7:30am – 5:00pm, primarily on-site at OHSU's Marquam Hill campus. Requires regular in-person presence, ability to travel across campus, and computer use for up to four continuous hours.
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
- 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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