OCIC Administrative Assistant

Oregon Health & Science University; Portland (OR); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Healthcare for full-time employees

Term life insurance

Pension plans

Paid time off

Paid holidays

Transit discounts

Employee assistance program

Childcare discounts

Tuition reimbursement

Employee discounts

Job summary

Oregon Health & Science University (OHSU) is seeking an administrative support professional to assist the OCIC leadership with confidential and sensitive tasks. The role includes scheduling, note-taking, report creation, and coordination across teams in person.

The candidate will craft correspondence, support data compilation for inclusion initiatives, and create accessible visuals and PowerPoint materials.

Qualifications

• High school diploma or GED required.
• At least three years of administrative or clerical experience.
• Strong written and verbal communication with diverse groups.
• Advanced Microsoft Office skills (Word/Outlook/PowerPoint).

Responsibilities

• Lead scheduling of meetings and take notes during meetings.
• Prepare reports, graphics, and yearly reports.
• Compose confidential correspondence to employees, students, and others.
• Support data compilation and analytics for OCIC initiatives.
• Coordinate with OCIC staff to meet office goals.
• Attend in-person and virtual meetings as notetaker.

Skills

Administrative support

Data analysis

Meeting coordination

Notetaking

Microsoft Office

Education

High school diploma or GED

Two-year college coursework (preferred)

Tools

Microsoft Word

Microsoft Outlook

PowerPoint

Microsoft Excel

Access

Job description

Department Overview

The purpose of this position is to assist the leadership of OCIC with confidential and sensitive administrative support. Specifically, this role will support the Inclusion initiatives led by the VP OCIC and Director of Civil Rights Advancement and Strategic Engagement. This person will lead scheduling of meetings, take meeting notes, be present in person frequently, sometimes coordinating many schedules and help plan and create reports, visual graphics, and organization of yearly reports. In addition, they will compose correspondence to employees, students, and others. Due to the nature of the work, confidentiality is of the highest priority.

Function/Duties of Position

• Provide specialized administrative support to the OCIC
• Analyze various types of data and use judgment in making independent decisions regarding and independently prioritize those responsibilities.
• Compose and respond to confidential and sensitive correspondence based on legal, employment law or OHSU policy, including memos, reports, and e-mail messagesto managers, staff, union representatives, employees, prior employees, students, patients, attorneys, and medical professionals.
• Assist with compilation of related Inclusion Initiative data.
• Assist VP OCIC with compilation of OCIC related data.
• Compile complex detail and summary monthly, quarterly and using Maxient case management software.
• Other assigned administrative coordination and project duties as assigned.
• Assist OCIC staff in compiling highly sensitive case information, evidence, and data.
• Coordinate with other administrative staff in OCIC to complete projects, cover absences, and achieve office wide goals.
• Compile, create and proofread reports letters, memoranda, notes and other documents.
• Regularly attend in person and internet-based meetings and serves as a notetaker inthese meetings.
• Coordinate outreach events.
• Generate accessible data displays, reports, memos, PowerPoint slide decks, and other written materials to support efforts of OCIC and the Inclusion Initiatives.

Customer Service/Teamwork

• Conduct self in a professional manner and provide excellent customer service to all employees, customers, stakeholders, etc.
• Professionally and proactively respond to employee, student, visitor and public inquiries via telephone, in writing and in person, document all interactions, and positively represent OCIC.
• Continuously look for ways to improve processes and create efficiencies.
• Ability to work with employees, patients, members of the public and others at OHSU who may be difficult, ill, stressed and/or upset.
• Ability to prioritize projects and assignments and manage work time to meet the needs of the leadership in the OCIC department.
• Other duties as assigned.

Required Qualifications

• High school diploma or GED equivalent.
• Three years administrative or clerical support experience.
• Demonstrable ability to communicate and interact with diverse community.
• Demonstrable skill in effective oral and written communication.
• Demonstrable ability to complete multiple projects, priorities and tasks in a fast-paced, constantly changing and demanding environment.
• Demonstrable ability to assist in confidential civil rights matters that are sometimes controversial, sensitive, and unsettling.
• Demonstrable ability to communicate effectively in person with difficult, emotional, individuals.
• Three years of full-time experience typing and word processing. Must have advanced level experience with Microsoft Office suite including creating and editing in Word, Outlook, and PowerPoint applications.
• Three years of full-time advanced level experience with spreadsheet or database programs, such as Microsoft Excel or Access.

Preferred Qualifications

• Two years of college course work in business administration, legal secretarial or related field preferred.
• One year of full-time experience working in a union environment Prefer basic understanding of EEO, affirmative action and ADA complaint procedures and dispute resolution processes.
• Three years full-time experience Microsoft Office suite with strong understanding of excel, PowerPoint, and Word.
• Paralegal certificate or Bachelor's degree desirable.

Additional Details

This position will work in-person frequently. Ability to be in many different environments: hospital, classroom, board room, small group and large group situations.

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year, prorated for part-time.
• Extended illness bank - 64 hours per year, prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

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