Executive Assistant

Department Overview:

This employee provides 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 intricate reimbursements, etc.. They also provide support for BCCPC leadership team (Drs. Sheppard, Brody and Keith; and administrative manager) and coordinate with other departments¿ support staff who work 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, and assist with Center events and seminars. The successful candidate must demonstrate maturity, professionalism and patience as well as willingness to work as part of a team. This employee must have demonstrated excellent communication and organizational skills; must have shown themselves to be resourceful, detail-oriented and adept with technology; and must have the ability to anticipate needs while remaining flexible in a dynamic environment, i.e., be able to cope with frequent changes in plans/needs. Demonstrated proficiency in MS Office (including SharePoint and Teams) and Outlook calendaring is required.

 

**BCCPC requires new employees to work 100% on-site at the RLSB on the South Waterfront for a minimum of 4-6 months; after this initial period, a hybrid on-site/work from home schedule may be considered based on the needs of the Center. 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 Dr. Sears and 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 Program Leader meetings, and monthly strategy and staff meetings:
  • Determines dates and times that work for key participants, coordinating closely with other faculty support staff, and 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 delivery of, and sets up 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 and production of professional conferences
• 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 of secretarial or executive assistant experience; OR 
• An Associate’s degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience; OR 
• A Bachelor’s degree and two years of secretarial or executive assistant experience; OR 
• An equivalent combination of training and experience.

• Minimum 2 years of the secretarial or executive assistant experience should include demonstrated proficiency in:

  • providing executive level support and supporting a team, including managing complex and changing calendars;
  • setting up AV support and catering for meetings;
  • arranging and documenting travel bookings (including international) and reimbursements

• 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.

• Demonstrated time management, organizational, communication, technology, and problem-solving skills.

Preferred Qualifications:

• Bachelor’s degree.

• 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.