Administrative Assistant - job 1 of 2

Department Overview

The Administrative Assistant position supports the functions of Central Sterile Processing Department (CSPD). The responsiblities include two groupings of work; timekeeping and management and staff support. Management support will include a blend of administrative secretarial tasks, use of office technology, multiple

computer systems/programs, advanced technical knowledge and complex coordination efforts. Excellent customer service, independent thinking and proactive approaches to problem solving are required. Staff support will include schedules, timekeeping, benefit time and other related matters.

Function/Duties of Position

Timekeeping:

• Serves as the timekeeper and processor for Kronos transactions for CSPD, Materials Management, Anesthesia Tech Support Team or other Perioperative Services department as needed, in a centralized model.

Management Support:

• Anticipates management’s needs by furnishing information required for official response to correspondence and other official acts. Information may be of confidential nature.
• Locates assembles, and summarizes material, information, and data for administrative action.
• Schedules appointments and maintains department's calendar and advises CSPD team of commitments as requested.
• Makes arrangements for meetings and special conferences including securing room reservations throughout the OHSU system.
• Arranges travel itinerary and accommodations. Prepares and submits travel and expense claims.
• Maintains files of correspondence, reports, instructions, guidelines, and similar materials.
• Opens, scans or reads and distributes mail Initiates, process phone calls, fax, pages, and takes messages as requested.
• Gather and distribute essential information for the CSPD leadership team such as performance metrics and benchmarking.
• Receive, respond to, and distribute all incoming mail as appropriate.
• Takes minutes at meetings.
• Process personnel action forms and PARS in accordance with established procedures as directed.
• Maintain staff personnel files as directed by CSPD leadership team. Obtain and maintain records of approval for all surgery observations involving fellows, residents, students, visitors and other OHSU employees. Assist staff and vendors in getting scrub access and lockers. All other duties as assigned by CSPD Director.

Coordination of Project Management:

• Coordinates with the Administrative Coordinator, and implements entire administrative process for CSPD.
• Analyzes information and uses judgment in making proactive decisions regarding the coordination of CSPD projects.
• Promotes continuous quality improvement philosophy to specific ongoing programs.
• Plans and coordinates meetings and planning sessions.
• Coordinates the editing, proofing, printing and distribution of any ongoing reports.
• Create and maintain schedules, payroll records, and manage timekeeping.
• Create, monitor, generate, and provide reports in Kronos as requested by the CSPD leadership team.
• Create, schedule and post information regarding unit events.
• Order and maintain inventory control of forms, equipment, and supplies for unit.
• Assist with phone issues, access requests, and maintenance as needed for division.
• Assist with Computer issues, access requests and maintenance as needed for leadership team and staff. Demonstrates fiscal responsibility with regard to use of hospital resources.
• Document, collect, and collate data and prepares reports for DMS, benchmarking and other metrics. Support CSPD management in the recruitment and hiring process : assist with scheduling interviews and coordinating the hiring process.

Other Duties as Assigned

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. 

Job Related Knowledge, Skills and Abilities (Competencies):

• Previous Kronos timekeeping experience
• Excellent customer service skills.
• Ability to demonstrate independent thinking skills and proactive approaches to problem solving.
• Must be able to effectively utilize expert oral and written communication skills with staff, customers, patients and clinicians.
• Excellent computer knowledge and skills including but not limited to the following: able to type 60-70 wpm with accuracy, Word processing, Excel, Power Point, Outlook Previous Kronos timekeeping experience or training Knowledge of how to trouble shoot fax machines/copier problems.
• Knowledge of processing and submitting P card bills or similar system.

Preferred Qualifications

• Bachelor's degree or higher.
• Increasingly progressive administrative support/coordination experience.
• General knowledge of the functionality of ORACLE, EPIC, and other healthcare based systems.

Additional Details

Work hours: 40 hours per week, variable Mon - Fri 0700-1530 with occasional days starting at 0630 based on department needs. OT hours must be approved by management team prior to working.

Able to ride the tram to Marquam Hill from CHH and from CHH to Marquam Hill at any given time when tram is open for business.

Able to maintain focus in a sometimes noisy, and often busy and fast paced work environment.

Able to speak English and communicate clearly and professionally to staff, customers, patients and clinicians.

 

Benefits:

• Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
• Two separate above market pension plans to choose from
• Vacation- up to 200 hours per year depending on length of service
• Sick Leave- up to 96 hours per year
• 8 paid holidays per year
• Substantial Tri-met and C-Tran discounts
• Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)

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 [email protected].