This position serves as the Executive Assistant to the Oregon Perinatal Collaborative (OPC). The OPC is Oregon's only program focused on developing statewide Quality Improvement initiatives to improve the health of mothers and babies during this critical period of time prior, during and after birth. The collaborative works closely with many stakeholders across the state including, but not limited to, hospitals, health systems, clinics, public health and community based providers and organizations. The position interacts frequently with sensitive information and quality data, involves a wide range of responsibilities and requires independent decision-making and exceptional organizational and interpersonal skills. The position requires prioritization of workload and the ability to manage multiple projects, deadlines and daily office operations. Strong multi-tasking skills and attention to detail are integral.
Function/Duties of Position Executive AssistantProvides executive administrative oversight in support of the OPC.Manages complex scheduling priorities and coordinates day-to-day activities for OPC. Advises on commitments and obligations. Obtains conference room reservations and/or virtual meeting links, determines A/V needs, crowd-sources agenda items, and provides presentation assistance. Composes and/or drafts and edits a variety of OPC communications and documents, correspondence, meeting agendas, PowerPoint presentations, reports, proposals, and others. Manages documentation and signatures in support of the OPC. Attends meetings as directed, recording proceedings and taking minutes, as appropriate.Processes expense invoices, reconciliations, reimbursements, honorariums and disbursement requests, including those directed from grant funding sources.Develops and maintains an accurate and efficient electronic filing system for correspondence, projects, and administrative activities, via OneDrive, X-drive, and other systems as needed.Organizes all aspects of travel arrangements and processes corresponding reimbursement requests in a timely fashion.Manages the office of the OPC, including facilitating technology needs, ordering supplies and equipment. Coordinates conferences and special events, including arranging travel, lodging, catering, reservations, and A/V needs. Prepares, coordinates, and communicates guest itineraries. Coordinates the marketing of events, including creating announcements, posters, flyers, programs and web contentDevelops and maintains relationships with administrative staff, faculty and leadership within the Department of Ob/Gyn, throughout OHSU, and external organizations, as necessary for the successful support of the OPC and the Department's mission and goals.
Project CoordinatorProvides project coordination in support of the OPC core team.Responsible for organizing and implementing key aspects of the project as identified by the team, identifies key stakeholders, determines the scope and steps to complete implementation, verifies communication needs to ensure engagement throughout project lifecycle, utilizes necessary resources, review existing methods and procedures, and modify as necessary to accomplish assignment, identify potential difficulties and determines means of lessening or avoiding them.Leads the development of tools to manage the implementation of various projects as outlined by leadership. This may include utilizing project management software to outline individual processes involved in each step and managing timelines and communication to assure timely completion of projects.Participate in training programs as needed to achieve and maintain proficiency in role-related skills and abilities.Leads and facilitates project meetings, develops action items and tracks completion of action items. Delivers, maintains, and stores project documents.Responsible for managing the line of communication on project deliverables, timelines, updates, outcomes, risks and budget. Informs interested groups and individuals of project progress, and that project output is appropriate. Engages others to join in a culture of collaboration and accountability for project deliverables.Monitors project status to ensure progress toward completion and required procedural steps are completed fully and timely, modifies project plan and coordinates changes with participants as necessary in response to unforeseen changes or unexpected developments, closes files upon project completion and reviews records to ensure documentation is appropriate and complete.Project ManagerProvides management of special projects at the direction of the OPC core team.Performs project management activities as needed on a variety of special projects designed to assist OPC in achieving operational and quality goals.May represent the OPC and women’s health at institutional committees, community meetings, and at state and national learning networks and collaboratives. Required Qualifications Four years of general office or secretarial experience; or an Associate's Degree or Certificate in Office Occupations 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 in healthcare or social services non profit.
Outstanding verbal and written communications skills with a diverse population.
Communicate effectively to multiple levels within the organization.
Establish effective working relationships with internal and external customers including faculty, department and institution leadership, and supporting organizations.
Communicate with tact and diplomacy in a variety of sensitive situations.
Maintain a high level of confidentiality and sensitivity.
Work both in a team environment and/or independently as needed, handle multiple tasks, meet deadlines, stay organized, and remain calm under pressure.
Reprioritize as circumstances require and communicate impacts. Initiative and motivation to learn new skills with interest in career development.
Exercise independent judgment.
Adapt to dynamic changes in the professional environment.
Conduct self in a positive and professional manner.
Intermediate computer skills including Word, Access (database development), Excel (macros, pivot tables), PowerPoint, Outlook, and Adobe, and a willingness to learn and use OHSU software systems. Proficiency in office technologies, i.e. fax, phone, photo copier, scanner.
Preferred Qualifications 10 years experience providing high level executive support or administrative support. Experience in a univeristy setting. Experience in a medical office. Advanced computer skills including Powerpoint, Word, Access (database development), Excel (macros, pivot tables); ability to create data reports in Epic and Cognos Additional DetailsUpload cover letter and resume. Please be sure to include months and years to the resume for jobs/experience.
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.