Executive Specialist — DoM Chair Support & P&T Coordination

Oregon Health & Science University; Portland (OR); Hybrid; USD 52,000 - 75,000; Full time

Job summary

Oregon Health & Science University seeks an Executive Specialist for the Department of Medicine Chair’s Office to provide confidential executive and administrative support. You will serve as a communications liaison and Promotion & Tenure Coordinator, handling complex scheduling, travel, contracts, and documentation for leadership decisions.

You will manage departmental email, websites, reimbursements, and serve as the frontline contact for DoM operations, aligning with the department's mission,

Qualifications

• Four years of secretarial or executive assistant experience.
• Associates degree/certificate in office occupations with 3 years EA experience.
• Bachelor's degree with 2+ years EA experience.
• Equivalent combination of training and experience.

Responsibilities

• Provides Administrative Support to DoM’s Vice Chairs (VC) and Associate Vice Chairs.
• General administrative support for the VC and AVC of Administration (VCA and AVCA), and VC of Clinical Programs.
• Primary contact for scheduling for VCA and AVCA; supports scheduling needs for the VC role.
• Scheduling meetings, planning candidate interviews, travel arrangements, contracting, meeting prep and materials.
• Special projects including surveys, data entry, and annual review processes.
• Promotion & Tenure Coordinator for the Department of Medicine.
• Liaises with P&T Committee Chair and members for portfolio submissions.
• Gather information for review processes and coordinate with internal/external reviewers.
• Coordinate with School of Medicine P&T contact to ensure timely submissions.
• Support Office of the Department Chair and manage departmental email and websites.
• Front-line of DoM Administration Office for inquiries, IT liaison, and travel reimbursements.
• Represent the department in various OHSU groups.
• Record notes for DoM meetings.
• Coordinate recruitment for divisions and space moves.
• Plan and coordinate departmental events and ad hoc projects.

Skills

Administrative support

Office administration

Microsoft Office

Communication skills

Secretarial experience

Education

Four Years of secretarial or executive assistant experience

Associates Degree or certificate in office occupations

Bachelor's Degree and 2 years of secretarial experience

Equivalent combination of training and experience

Tools

Microsoft Office Suite

Job description

Oregon Health & Science University seeks an Executive Specialist for the Department of Medicine Chair’s Office to provide confidential executive and administrative support. You will serve as a communications liaison and Promotion & Tenure Coordinator, handling complex scheduling, travel, contracts, and documentation for leadership decisions.

You will manage departmental email, websites, reimbursements, and serve as the frontline contact for DoM operations, aligning with the department's mission,