This position coordinates many complex aspects of the Oregon Institute of Occupational Health Sciences. This person will provide administrative support for assigned faculty members (10), research staff and labs as well as coordinate the Summer Internship Series with faculty leader and support outreach team (i.e., educational symposia (in the fall)). This position will need to be able to juggle many tasks while prioritizing with professional grace with a strong team-oriented environment. This person will report directly to the Director of Administration.
Function/Duties of Position
Faculty, research staff and lab team administrative support.
Provide assistance to said Institute members/teams by entering purchase requisitions (POs) for purchase of laboratory and office supplies, resolve problems with orders and invoices.
Responsible for determining if purchase is an allowable expense on grant funds or if expense should be charged to departmental funds (by communicating to team members). Prepares institutional forms for other purchases and reimbursements, processes reimbursement forms following travel.
Maintains purchase card files and monitors allocations of expenses to correct accounts, reconciles monthly purchasing card statement.
Establishes and maintains professional services contract as needed.
Travel arrangements for faculty, lab members and teams when needed.
Primary administrative coordinator (supporting Faculty lead) for Summer Internship. Responsible for initiating applications (currently through CAP), routing to faculty, assisting with OVV paperwork, processing stipends, badge access and then scheduling luncheons, poster session and such during the summer session.
Provide administrative support to the Outreach team (currently director plus 2 staff) for their travel (pcard use and reconciling), fall educational symposia, Summer Institute, the EAC Meeting and Partner's Luncheon. They may need assistance with online and phone registration, accounting of income and expenses, honoraria requests and reimbursement and itinerary scheduling.
Performs other duties as assigned by Faculty and the Director of Administration.
Four years of general office or secretarial experience; OR An Associate's degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR A Bachelor's degree and two years 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. Contact Compensation for confirmation of eligibility.
Excellent verbal, written and computer skills.
Excellent attention to detail.
Ability to handle varying workloads, priorities and personalities.
Associate's or Bachelor's degree preferred.
Experience working in a busy environment where you can juggle, maintain composure and prioritize the urgent needs over the noise.
Experience with Oracle, iExpense, etc.
This position works with deadlines and varying work load.
Requires ability to work with multiple faculty members, researchers in both basic and applied labs and Institute staff.
Potential for walking through animal care areas.
This position requires prolonged sitting or standing at a desk and ability to work for extended periods at a computer.
Ability to lift 10-20 lbs is helpful but not necessary.
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@example.com. As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm