Administrative Assistant

Department Overview

OHSU is Oregon's only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington. We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health - and with a network of campuses and partners throughout Oregon. We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding.

We are a statewide economic engine and Portland's largest employer. And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state.

This position provides Administrative and Secretarial support to the Environmental Services Department. They are the primary departmental timekeeper, oversee general office operations and provide information and other assistance.

Function/Duties of Position

* Uses Oracle to locate potential EVS employees and schedules them for interviews using outlook. Follows new hire procedures for onboarding employees and works with the HR department to troubleshoot issues. Creates new employee files, schedules New Employee Orientation and reports on current hiring status to the director and manager of EVS.

* Processes all new hire/ rehire/termination paperwork. Departmental network and phone contact to problem solve and research regarding employees on medical leave, FMLA,OFLA & Workers Comp.

* Maintains accuracy of the KRONOS database in accordance with OHSU, departmental, and AFSCME regulations. Processes requested corrections and adjustments, closes payroll system within established time frames, trains new employees in use of system and problem solves and researches. Answers employee questions regarding issues and policies associated with timekeeping.

* Provides information and assistance by responding to calls regarding EVS/cleaning of the Hospital and Clinics. Provides information about services available within the department, Receives incoming calls and routes calls to appropriate staff. Assists with dispatching housekeepers where needed. Multi phone lines (heavy call volume). Extensive communication with Human Resources and Hospital Payroll Department. Familiar with numerous guidelines, instructions, regulations, manuals and procedures.

Must work with multiple supervisors on multiple shifts.

* Serves as Administrative Assistant to Director/ Manager by word processesing various correspondence, reports, minutes, memos and other information.

May have authority to sign documents and/or correspondence on behalf of manager, greets visitors, screens calls, makes referrals as appropriate, answers questions requiring research and technical knowledge, receives and reviews incoming mail and requests for information, responds to items not requiring supervisory review of resolution, initiates follow-up letters or memos, organizes and maintains confidential HR filing system and general files as well, maintains calendar and schedules appointments and conferences, tracks employee attendance, makes travel arrangements, arrange schedule of visits, makes reservations, notifies organizations to be visited, complete travel vouchers, expense claims and reports.

Coordinates moves, installs and repairs.

* Other duties and responsibilities as assigned

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.

* Note:

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

Job Related Knowledge,

Skills and Abilities

(Competencies):

* Smooth & efficient operations of general office operations,

* Development and maintenance of general filing system,

* customer service oriented verbal and written communication,

* communication with managers, supervisors and coordinators,

* following established procedures and verbal instructions

Preferred Qualifications

* MS Office, OHSU standard desktop applications, knowledge and experience in developing and revising spreadsheets.

* Experience as timekeeper preferred (large group of 260+ employees) including knowledge specific to tracking FMLA/OFLA, WC in Kronos, and experience in transfer of hours to another org specific to project work.

* Must also understand EPIC software as information is pulled weekly, analyzed, interpreted and put into spreadsheets.

* Database management prefer experience with Windows and MS Office, current Email system, KRONOS and Oracle, including Discoverer Oracle, EPIC software knowledge is also needed.

Additional Details

* Busy enviroment with a lot of int eruptions, multiple demands and people interactions.

* Office setting is a close environment with noise and frequent int eruptions.

* Must…