Executive Assistant

Department Overview:

This employee provides extensive executive level support for the Co-Director of the Brenden-Colson Center for Pancreatic Care (BCCPC), Dr. Rosalie Sears, including complex calendaring, booking frequent travel, communicating with outside institutions, updating CV, processing reimbursements, etc.. They also provide support for BCCPC leadership team (Drs. Sheppard, Brody and Keith, and Program Manager) and coordination with other department support staff working for BCCPC program leaders. This person works with a large number of personnel from different OHSU departments and programs who are affiliated with the BCCPC. This includes scheduling and arranging logistics for numerous meetings among high-level OHSU faculty members and research teams. They will also escort visiting faculty and oversee visit arrangements. The successful candidate will demonstrate maturity and professionalism as well as willingness to work as part of a team; have excellent communication and organizational skills; be resourceful, detail-oriented and adept with technology; and have the ability to anticipate needs while remaining flexible in a dynamic environment. Proficiency in MS Office (including SharePoint and Teams) and Outlook calendaring is essential.

**BCCPC requires new employees to work 100% on-site at the RLSB on the South Waterfront for their first 4 months; after initial performance review, a hybrid on-site/work from home schedule may be considered but is not guaranteed. However this employee will always have to work at least three (3) days/week onsite as the first point of representation for the Center at the RLSB and to be physically present to assist with in-person meetings/visitors. This is not negotiable.

**Cover letter required with application.

Function/Duties of Position:

Executive Assistance: Executive level support for Dr. Rosalie Sears:  anticipates needs as they arise; manages complex and dynamic calendar; makes and confirms meeting and travel arrangements and generates itineraries with details; processes reimbursement requests both from OHSU and from outside institutions meeting institutional deadlines; maintains CV and related documents.
 
Center Meetings: Under BCCPC leadership direction, sets up regular Center meetings that incorporate both internal and external constituencies and collaborators, including grant project team meetings, biannual External Advisory Board and quarterly Steering Committee meetings, and monthly strategy and staff meetings: 

• Determines dates and times that work for key participants, rescheduling as necessary
• Sends calendar invitations and tracks attendance
• Coordinates with EdComm for remote participation and recording set-up or other required AV services
• Identifies and reserves meeting rooms
• Orders, receives and oversees catering
• Often serves as on-site coordinator and troubleshooter

Communications: Regularly monitors the Center’s general email in-box for time-sensitive inquiries and directs them to appropriate party; assists with Center participation in occasional community events

Visitor Coordination: Coordinates visits to OHSU for invited guest speakers, faculty recruitment candidates, and outside experts:

• Schedules visit and coordinates logistics (lodging, travel, etc.)
• Creates visit itinerary, including seminars, one-on-one meetings, trainee lunches and faculty dinners
• Arranges space reservations, catering and A/V services
• Serves as escort during guest visits
• Arranges expense reimbursements and/or honorarium payments
• Works in collaboration with counterparts in other OHSU departments for co-hosted visitors

Financial: Reconciles Center P-Card accounts meeting institutional deadlines; submits disbursement requests for external visitors; submits Center staff travel reimbursements; advises affiliated staff/trainees on travel arrangements and reimbursement requests.

Required Qualifications:

• Four years’ clerical/secretarial experience, which includes one year of work for a senior level executive utilizing highly developed organizational skills; OR Associates Degree or certificate in office occupations or office technology and three years of secretarial; OR A Bachelor’s degree and two years of secretarial experience. 

• Proficient user of MS Word and basic Excel. Excellent command of MS Outlook, SharePoint and Teams. May be required to take skills assessment.

• Demonstrated ability to work effectively and cooperatively within a team.

Preferred Qualifications:

• Bachelor’s degree
• Experience providing executive level support and supporting a team 
• Knowledge of Oracle, 25Live, Cisco Meeting (Webex), Adobe Acrobat Pro

All are welcome: Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.