Senior Executive Assistant (Executive Assistant 2)

Department Overview

The OHSU School of Medicine is a vibrant community of educators, students, scientists, clinicians and others working side-by-side to heal, teach, discover and serve. We are proud of our uniquely collaborative and collegial environment.

This position provides executive administrative support to the Sr. Vice President/Chief Ambulatory Officer, Sr. Assoc. Chief Medical Officer of Ambulatory Practice, and Senior Director of Ambulatory Operations. The role is integral to the smooth functioning of the ambulatory operations unit, providing strategic support for leadership meetings, committee coordination, and internal communications. The Sr. EA provides support for other senior leaders in the department as needed and contributes to the overall administrative support of the Healthcare Administration office.

Function/Duties of Position

Provide executive support to the Sr. Vice President/Chief Ambulatory Officer, Sr. Assoc. Chief Medical Officer of Ambulatory Practice and Sr. Director of Ambulatory Operations:

• Manage complex scheduling and advises executives of time commitments, obligations and schedule conflicts. Organize schedules based on executives’ current priorities and initiatives.
• Arrange group and individual meetings with hospital, SOM and university officials; OHSU affiliates and partners; other education, healthcare and research stakeholders and consultants.
• Coordinate travel arrangements, including air, hotel, and ground transportation. This also involves managing changes to the calendar and coordinating travel plans with other parties involved with the travel.
• Manage incoming and outgoing correspondence and inquiries in a timely and accurate manner. This involves routing an inquiry to the correct contact(s) and providing specific information responding to their request.
• Compose, edit and proof written material such as correspondence, presentations, organizational charts, reports, proposals, agreements, contracts and personnel documents.
• Process Pcard reconciliation, reimbursements, and requisitions; ordering office supplies; records managements; manage mail distribution.
• Process HRE actions on behalf of the executive for direct reports; new hires, job changes, salary changes, leaves and terminations. Assist with onboarding of new employees.
• Event planning and coordination of a) bi-annual practice manager retreat b) quarterly leadership off-sites c) team celebrations and recognition d) other events as needed
• Serve as back-up to other healthcare administrative support staff as needed.

Committee and meeting administrative support for Ambulatory.

• Responsibilities include coordinating meeting agendas, notices, follow-up action items and meeting minutes; management of virtual meetings or set-up of A/V equipment (as needed), distributing presentations and materials; and catering (as needed). Some of these meetings require start times as early as 6:30 am and end times as late as 5:15pm. The meetings and committees include but are not limited to:
  • 1. Amb Ops Leadership Huddle – Weekly
  • 2. Ambulatory Council – Monthly
  • 3. Ambulatory Care Management Group (ACMG) – Monthly
  • 4. Amb/OPP Leader Huddle – Monthly
  • 5. Practice Optimization – Bi-monthly
  • 6. Ambulatory Briefing – Ad-hoc
• Attends other committees and meetings as requested to stay informed on project status, strategic initiatives and action items.

Internal department communications and newsletter management.

• Primary administrative contact for Ambulatory Operations support including meeting invites, Teams channel support and SharePoint support. Serves as the lead for internal communications within the Ambulatory operations unit by overseeing the planning, content development and publication of the Ambulatory Weekly News. Collaborates with executives and project stakeholders to curate updates on strategic initiatives, project milestones and changes to policies, workflows, technology, etc. that impact clinical operations. Draft leadership messages on behalf of SVP/Chief Ambulatory Officer to ensure staff across the unit are informed, aligned and engaged. Sends Monthly Variance Reporting emails to clinic leadership on behalf of the SVP/Chief Ambulatory Officer in collaboration with the finance team.

Special projects as assigned:

• Support and contribute to cross-functional projects as required. Identifies and implements improvements to administrative systems, meeting workflows, and internal communications processes to enhance operational efficiency across the ambulatory executive team.

Administrative Team contribution:

• contributes as a member of the Healthcare Administrative Team with other administrative assignments as deemed necessary. This involves providing back-up support to other executive staff, front desk coverage, managing files and records, and other administrative duties as needed. Builds and maintains strong working relationships with executives, directors, project managers and administrative staff across the Ambulatory unit and Healthcare administration to facilitate smooth coordination, collaboration and shared understanding of leadership priorities, fiscal year goals and OHSU mission.

Required Qualifications

• Four years of 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 executive assistant experience; OR

• An equivalent combination of training and experience.

• Four years clerical experience, to include one year of work for a senior level executive utilizing highly developed organizational skills; OR two years of full-time work (or equivalent) providing administrative support to a senior level executive utilizing highly developed organizational skills.

• Demonstrated intermediate computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies.

• Demonstrated advanced level skill in Microsoft Office Suite (MS Word, Excel, PowerPoint, and Outlook);

• Demonstrated proficiency with managing virtual meeting platforms and project and work management platforms.

• Ability to take and prepare meeting minutes for multiple committees and meetings.

• Excellent organizational skills and attention to detail in order to coordinate multiple projects simultaneously.

• Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing executives and the ability to interact effectively with individuals all levels of organization.

• Demonstrated ability to anticipate needs and problems, and to re-prioritize tasks in order to address changing priorities.

• Ability to be flexible in a constantly changing environment as well as being a change agent.

• Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks.

• Excellent interpersonal skills; must be able to communicate effectively and clearly; and have the initiative and ability to work with diverse groups.

• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Experience with Webex and Smartsheet

Additional Details

Office setting both on campus and teleworking; flexible working hours between 8:00 am – 5:00 pm Monday through Friday. May be required to work outside of the standard working hours with advance notice.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu