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Administrative Assistant

Portland, Oregon 97239

Category: Professional Job Number: 16791

 

Voca Health  has an immediate opening available for an Administrative Assistant in Portland, OR! If you are interested, please forward your resume to Elizabeth at emerrill@myvoca.com and call directly at 952-303-8123. 
 

Job Description

Administrative Assistant provides confidential and complex administrative/clerical services in a fast-paced, highly-productive and diversified research environment. The purpose of this position is to perform and coordinate a wide variety of administrative and communication tasks in support of the Department Chair and Department operations and success. This position specifically supports the administrative needs of the Department Chair and Department Administrator in the Department of Biomedical Engineering (BME). The Admin Assistant is responsible for the complex ordering/purchasing for over 20 laboratories using sponsored projects funds, is responsible for administrative tasks related to the department communications, including safety, department repairs and maintenance, disbursement, access and key requests, and faculty meetings. The Executive Specialist coordinates the scheduling and travel arrangements for the Department Chair and BME Seminar Series speakers. The Admin Assistant acts as telephone contact and lab manager for safety, compliance, and equipment maintenance. The Admin Assistant is responsible for asset inventory maintenance, including periodic clean-up and surplusing, and assists in the departmental space inventory processes.

Process daily financial transactions including, but not limited to:
  • Purchase orders through Oracle requisitioning process.
  • Disbursement and travel reimbursement requests for faculty and staff through Oracle iExpense process, including review/audit of supporting documentation to ensure spending compliance.
  • Disbursement and travel reimbursement requests for students and seminar guest speakers through the AP process, including review/audit of supporting documentation to ensure spending compliance.
  • Payment of invoices against purchase orders through Oracle & A/P processes
  • Set-up of professional service contracts through Contracts Office processes
  • Departmental P-Card purchases, reallocation, and reconciliation through Oracle iExpense.
  • Investigate departmental expenditure issues as needed and resolve any problems.
  • Maintain the PURCHASING section of the X:drive

 

Provide high-level, confidential administrative support to the BME Chair. Administrative duties in support of Chair include:

  • Manage the Chair/Director's extremely active calendar of appointments, meetings, conferences and local travel. Coordinate and manage daily and weekly meeting for the Chair/Director and staff around budget and financial issues; personnel issues; communication issues. Maintains confidentiality of all personnel and research matters.
  • Arrange complex and detailed travel arrangements, itineraries, agendas, and compiling documents for travel-related meetings. Once trip is completed follow up with travel reimbursement submissions and track all travel related expenses. Ensure that travel and appointment calendars are fully coordinated at all times. This requires close coordination with the colleague staff.
  • Assist in coordinating logistics of department reviews, faculty annual reviews, conferences, and other senior-level meetings.
  • Compose, draft, edit and prepare responses on all assigned matters, including sensitive or confidential items as appropriate. Interact on behalf of the Chair/Director with department staff and other OHSU departments

 

Perform essential department administrative functions on a routine basis, to include:

  • Prepare and process key requests
  • Serve as the department telephone contact: file telecom statements, complete telecom work orders
  • Order office supplies
  • Track capital equipment purchases and maintain asset inventory, including inventory reporting, asset relinquishment, and handling surplus.
  • Serve as general lab manager for purposes of safety compliance and equipment maintenance and lab set-up for new faculty
  • Serve as team leader on CHH Safety Committee for BME
  • Organize and schedule catering for departmental functions
  • Create and maintain a desk manual/job aids for the position

 

Provide high-level outreach and communications support to the Chair/ Department, to include:

  • Draft announcements and memorandums for Chair signature
  • Develops materials and interact with internal and external stakeholders to deliver OHSU messages to target audiences. To include producing content for print and web, including brochures and newsletters
  • Represent and market BME Research and OHSU Postdoctoral Programs at national conferences to recruit top talent to OHSU, especially from populations underrepresented at OHSU and in STEM
  • In coordination with Department IT Specialist, manage web and social media content
  • Curate, manage, and share departmental data
  • Plan and oversee workshops, conferences and meetings as assigned. Assist with agenda development for routine and non-routine meetings and take meeting minutes as assigned.
    Work with the Chair on special projects, as assigned
    Under direction of the department administrator:
  • Coordinate departmental administrative office by answering main department phone line
  • Provide support to department monthly faculty meetings: schedule meetings, call for agenda, take notes and disseminate information
    CHH-specific administrative tasks:
  • Create and maintain the BME conference room calendar
  • Ensure equipment (copier, fax machine, etc.) within the department is functioning correctly; maintain supply level
  • Handle services for mail and packages; pick up and distribute paychecks.

 

Conduct discussion with building management and Facilities on maintenance issues. Input work orders into CHH online system

 

Job Specific Details

  • Monday – Friday
  • 8:00AM-5:00PM
  • $16.70-19.15/ Hour

 

Qualifications

  • Must Have Either:
    • 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-
    • Bachelor's degree and two years of secretarial or executive assistant experience -OR-
    • An equivalent combination of training and experience.
  • Experience with managing confidential and sensitive information.
  • Must be very detailed oriented, well-organized, capable of working independently and in a team environment, and managing priorities at all times.
  • At least 1-Year experience in Oracle ordering/purchasing functions.

Education

  • 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.

 

Benefits

Partnering with Voca comes with a number of benefits including:

  • Dedicated Recruiter
  • Insurance
  • 401k
  • Competitive, Flexible Pay Packages

 

Elizabeth “Izzy” Merrill
Voca | Senior Recruiter
t 507-288-5260 d 952-303-8123
myvoca.com
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