Administrative Assistant

Oregon Health & Science University; United States; Hybrid; USD 40,000 - 60,000; Full time

Job summary

Oregon Health & Science University is seeking an administrative professional for the Office of Learner Placement and Housing. This role entails technical and record processing, coordinating student placements and support.

The ideal candidate must have strong MS Office and Excel skills, with a focus on attention to detail and the ability to manage multiple tasks efficiently. The position offers a hybrid work model that encourages diversity and inclusivity.

Qualifications

• Two years of general office or secretarial experience.
• Experience creating and editing websites.
• Ability to multitask and prioritize tasks under pressure.

Responsibilities

• Perform specialized record processing activities.
• Serve as support staff to manager and team.
• Respond to inquiries about specific OHSU program information.

Skills

Computer proficiency with MS Office Suite

Advanced Excel knowledge

Keyboarding proficiency (50 WPM)

Exceptional organizational skills

Strong proofreading and editing skills

Education

Bachelor's degree

Associate’s degree in office technology

Tools

SmartSheet

EXXAT

Oracle

Job description

Department Overview

The OHSU Office of Learner Placement and Housing is committed to quality educational experiences as well as creating efficient and coordinated housing for students while participating in eligible OHSU Community Based Rotations. In partnership with each OHSU Academic or Training Program, the Office of Learner Placement and Housing coordinates housing for Students and Trainees while participating in eligible community-based rotations. The Office of Learner Placement and Housing supports quality educational experiences for Students and Trainees on community-based rotations, promotes OHSU's statewide mission and creates efficiencies through coordinated housing placements across schools and programs.

Function/Duties of Position

1. Technical/Records Processing Performs specialized record processing activities requiring independent judgment to make decisions or select a course of action based on OHSU policies and procedures within a particular program or operation. Some examples of records processing activities are as follows:

• Reviews implementation data to be uploaded into EXXAT with established criteria for standardizing; ensures that all necessary documentation is provided by the programs and is complete;
• Receives and processes authorized clinical placement payments for services at specific sites; reviews placement reports, verifies times of service and takes appropriate action; receives PO, processes invoices;
• Processes quarterly JE/IBS for housing and clinical placement charges; tracking actual charges, payments and adjustments; determines and initiates action within established policies and procedures to resolve problems with records, billing, payments, or charges; collects and compiles data requiring specialized program knowledge, as well as determining best practices in selecting from a variety of reports, computer printouts, logs; performs complex data entry.

2. Administrative Assignments Serves as support staff to manager, team and/or committee; word processes and compose a variety of correspondence, reports, memos, or other information from dictation, rough draft or general instructions; coordinates the editing, proofing, printing and distribution of manuals, reports, and FAQ’s; documents project updates within Smartsheet, takes minutes at meetings; answers phones, screens calls; makes referrals as appropriate; answers questions requiring research or technical knowledge; receives and reviews incoming mail and requests for information; determines mail needing further research; responds to items not requiring supervisory review or resolution; initiates follow‑up letters or memos; troubleshoots, organizes and provides guidance on centralized learner placement cloud‑based systems; schedules appointments and conferences; makes travel arrangements, arranges schedules of visits, reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; may utilize OHSU Banner or Oracle software to ensure correct information; keeps logs and statistics related to program or operation; performs AP/AR, utilizes OHSU software to complete computerized purchasing requisition, analyzes data, creates and maintains routine spreadsheets, and data bases, and compiles and generates status reports and reports deviations to supervisor; creates forms, flyers, posters using desktop publishing software; develops and revises office procedures; coordinates work on assigned projects; serves as network support for OHSU computer and telephone system and is the liaison to help desk personnel, schedule training; will use any of OHSU variety of cloud based software such as SmartSheet, EXXAT, CommonSpot, and Oracle.

3. Information and Assistance Responds to inquiries about specific OHSU program information and services or directs inquiries as necessary; explains and clarifies processes and procedures to customer; provides information about services available; receives incoming calls and routes calls to appropriate staff.

4. Website Creation and Maintenance Will be responsible for creating, editing, proofreading and updating internal the Office of Learner Placement and Housing web pages located within O2 and on EXXAT. Updates for internal website will include manuals, FAQ, and documentation provided by EXXAT to ensure programs have access to resources.

5. Other Duties as Assigned May provide on‑call Student Housing Check‑in assistance one weekend a month.

Required Qualifications

• Two years of general office or secretarial experience; OR
• An Associate’s degree or certificate in office occupations or office technology and one year of general office or secretarial experience; OR
• A Bachelor’s degree and one year 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. Contact Compensation for confirmation of eligibility.
• Experience creating drafting, reviewing, editing websites
• Working on a team, taking notes and managing data.
• Demonstrated computer proficiency with MS Office Suite.
• Advanced Excel knowledge including spreadsheet creation and maintenance mastery.
• Demonstrated experience working in a cloud‑based or access databases at an intermediate level of expertise.
• Keyboarding proficiency and accuracy with minimum 50 WPM.
• Exceptional organizational skills; highly detail oriented and committed to follow through.
• High level of initiative with the ability to work independently.
• Ability to exercise sound judgment in making decisions or dealing with unusual situations, exemplary communication and customer service skills to serve both internal and external OHSU customers.
• Ability to multitask and prioritize tasks/duties under pressure.
• Must have very strong composing, proofreading and editing skills.
• Excellent grammar, punctuation and spelling skills required.
• Must have demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers.
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Experience with use of electronic cloud‑based systems such as SmartSheet, EXXAT, CommonSpot, and Oracle.

Additional Details

Hybrid Work Schedule Monday‑Friday; 8:00 am‑5:00 pm

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 [e-mail].