Oregon Health & Science University is hiring: Administrative Assistant in Portla

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Base pay range

$23.63/hr - $31.98/hr

Department Overview

This position will assist a highly functioning Facilities department by assisting with administrative work to ensure a smooth flow of services and operations. It will be achieved through excellent organizational skills, attention to detail, timely communication, strong independent judgement, and a high level of professionalism.

The Admin Assistant position supports the Associate VP of Facilities and the 8 Director level managers that report to the Associate VP. Responsibilities include assisting the Facilities Administrative Coordinator Pool and supporting all Facilities departments in project and administrative tasks as assigned.

Function/Duties of Position

• Manager Level Support
  • Assists Facilities Managers and Administrative Coordinators by anticipating requests for information.
  • Researches, locates, summarizes, and assembles materials (potentially confidential) as needed for administrative action.
  • Schedules meetings and appointments, using the OHSU Assistant List to ensure proper contact and optimal timing for all attendees.
  • Reserves conference spaces and provides meeting support, including agenda creation, minute taking, presentation creation, catering ordering, and AV setup/tear‑down.
  • Distributes and screens mail, callers, and visitors as needed.
• Facilities Department Support
  • Supports all Facilities departments as directed, including processing Oracle requisitions, purchase orders, invoices, departmental billing, and budget/activity reports.
  • Performs Kronos timekeeping and acts as backup timekeeper.
  • May process uniform ordering and maintains purchasing records.
  • Reconciles department purchasing cards (p‑cards) on a weekly basis.
  • Creates Facilities work orders, IAMS requests, and key requests as needed.
  • Works with department specific programs (eAM, Oracle, Jira, etc.) as required.
• Provides additional administrative and project support as needed.

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.
• Ability to resolve advanced customer service issues.
• Excellent verbal and written communication skills.
• Experience and knowledge of working with a diverse group of people with conflicting and urgent needs and ability to maintain a harmonious working relationship campus wide.
• Intermediate skill level with MS Office Suite (Word, Excel, Outlook), Oracle, Data Warehouse/Discoverer.

Preferred Qualifications

• High School Diploma or GED.
• At least 2 years of direct management support, including calendar management and travel arrangements.
• At least 2 years of project coordination experience.
• At least 2 years of experience participating on a project committee.
• Extensive customer service skills in a high volume nature, specifically resolving customer service concerns.
• Troubleshooting work order related issues.
• Experienced Oracle user.
• Advanced skill level with MS Office Suite (Word, Excel, Outlook).

Additional Details

• Work hours: Monday through Friday, day‑shift, start time between 7:00‑8:00 am, end time between 4:00‑5:00 pm.
• Indoor office environment – working at desk/table.

Seniority level

Not Applicable

Employment type

Full‑time

Job function

Administrative

Industries

Hospitals and Health Care

EEO Statement

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.