Administrative Assistant

Overview

The Administrative Assistant position supports the functions of Central Sterile Processing Department (CSPD). The responsibilities include two groupings of work: timekeeping and management and staff support. Management support will include a blend of administrative secretarial tasks, use of office technology, multiple computer systems/programs, advanced technical knowledge and complex coordination efforts. Excellent customer service, independent thinking and proactive approaches to problem solving are required.

Staff support will include schedules, timekeeping, benefit time and other related matters.

Timekeeping:

• Serves as the timekeeper and processor for Kronos transactions for CSPD, Materials Management, Anesthesia Tech Support Team or other Perioperative Services department as needed, in a centralized model.

Management Support:

• Anticipates management’s needs by furnishing information required for official response to correspondence and other official acts. Information may be of confidential nature.
• Locates, assembles, and summarizes material, information, and data for administrative action.
• Schedules appointments and maintains department's calendar and advises CSPD team of commitments as requested.
• Makes arrangements for meetings and special conferences including securing room reservations throughout the OHSU system.
• Arranges travel itinerary and accommodations. Prepares and submits travel and expense claims.
• Maintains files of correspondence, reports, instructions, guidelines, and similar materials.
• Opens, scans or reads and distributes mail. Initiates, processes phone calls, fax, pages, and takes messages as requested.
• Gather and distribute essential information for the CSPD leadership team such as performance metrics and benchmarking.
• Receive, respond to, and distribute all incoming mail as appropriate.
• Takes minutes at meetings.
• Process personnel action forms and PARS in accordance with established procedures as directed.
• Maintain staff personnel files as directed by CSPD leadership team. Obtain and maintain records of approval for all surgery observations involving fellows, residents, students, visitors and other OHSU employees. Assist staff and vendors in getting scrub access and lockers. All other duties as assigned by CSPD Director.

• Coordinates with the Administrative Coordinator, and implements entire administrative process for CSPD.
• Analyzes information and uses judgment in making proactive decisions regarding the coordination of CSPD projects.
• Promotes continuous quality improvement philosophy to specific ongoing programs.
• Plans and coordinates meetings and planning sessions.
• Coordinates the editing, proofing, printing and distribution of any ongoing reports.
• Create and maintain schedules, payroll records, and manage timekeeping.
• Create, monitor, generate, and provide reports in Kronos as requested by the CSPD leadership team.
• Create, schedule and post information regarding unit events.
• Order and maintain inventory control of forms, equipment, and supplies for unit.
• Assist with phone issues, access requests, and maintenance as needed for division.
• Assist with computer issues, access requests and maintenance as needed for leadership team and staff. Demonstrates fiscal responsibility with regard to use of hospital resources.
• Document, collect, and collate data and prepares reports for DMS, benchmarking and other metrics. Support CSPD management in the recruitment and hiring process: assist with scheduling interviews and coordinating the hiring process.

• 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.
• Note:
  
  Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

• Previous Kronos timekeeping experience
• Ex…