Executive Assistant
Department Overview:
The OHSU Office of the Provost provides strategic and operational oversight of all academic personnel matters, programming, and other issues pertaining to the academic standards and mission of OHSU. The Office of the Provost is the headquarters to five campuses, three regional campuses and various clinical rotation sites within our rural health initiatives.As the chief academic officer for the university, the Provost provides leadership for matters that affect academic programs and outreach involving faculty members, students, and staff members with a focus on student access and success. The Office of the Provost oversees the quality of programs of instruction through collaborative work with vice presidents, executive vice provost, academic deans, vice provosts, and numerous other units related to the university.
Additionally, the provost is responsible for overseeing academic and budgetary planning and priorities.
Reporting to the Department Manager at the Office of the Provost, the Executive Assistant will be responsible for providing administrative support for Vice Provosts. The employee would be responsible for a variety of activities including: greeting visitors within the office; preparing executive meeting documentation and coordinating meeting logistics; escorting VIPs during their visit to OHSU; coordinating the calendar of the Vice Provosts and travel arrangements; assisting departments/units as requested and performing financial reconciliation of monthly purchases.
Other duties may include ordering office supplies, photocopying, scanning, filing, etc. The Executive Assistant must have excellent time management and customer service skills in meeting time-sensitive requests from internal customers and external inquiries.The Executive Assistant must be detail-oriented, be able to multi-task in a fast-paced environment and demonstrate a professional demeanor at all times.
The Executive Assistant provides administrative and project coordination support for the Vice Provost for Student Affairs, the Vice Provost for Educational Improvement and Innovation and the Vice Provost for Enrollment Management and Academic Programs.The Executive Assistant will work as part of an admin team led by the Department Manager to ensure smooth day-to-day operations of the Office of the Provost with excellent customer service to the units and with integrity.
Function/Duties of Position:
Administrative support for the Vice Provosts- This position will be expected to independently manage complex scheduling priorities and coordinate day-to-day activities as assigned by the Vice provosts.
- Calendar management for the Vice Provost of Student Affairs, Vice Provost for Educational Improvement and Innovation and Vice Provost for Enrollment Management and Academic Programs
- Support the Vice Provosts by scheduling and coordinating meetings, assisting with in-person/ virtual meeting preparation and set-up, putting together agendas and disseminating materials and information, including interview scheduling and on-boarding new employees.
- Support the Vice Provosts with travel and logistics for conferences, retreats and seminars
- This position will support the Vice Provosts and their staff with project coordination of several projects and events. This will include keeping track of project status, evaluation and regular reporting.
- Examples of projects: NWCCU accreditation, support student affairs with setting up road shows, Interprofessional Education support, support Educational Improvement and Innovation projects and strategic initiatives to include development of recruitment resources and handbooks.
- This position will work closely with the Department Manager and the admin team to support the units with various operational tasks and team projects.
- Timekeeping via Kronos
- Prepares payments, contracts, reconciles, tracks, and reports expenditures via Oracle System.
- Working with Marketing for website updates
- Computer and equipment purchasing and maintenance; supply order inventory
- Manage inboxes and triage and respond to incoming emails
- Provides customer service and staffing at the Office of the Provost
- Backup for Provost admin staff
- Team projects will include, not limited to: faculty senate awards ceremony, on-boarding new employees, etc.
Other duties as assigned
Required Qualifications:
- 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.
Additional Details:
This position is expected to be on campus with some option of a hybrid schedule that best meets the needs of the department. (hybrid position: some remote work as well as some required in-person activities.). Monday-Friday, with possible weekend events, hours typically 8am-4:30pm, based on business needs.
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.