Administrative Assistant

Department Overview

The Department of Medicine (DoM) at OHSU is comprised of a diverse community of faculty, staff, clinicians, researchers, educators, and learners dedicated to advancing patient care, education, and research across eleven divisions.

This position provides comprehensive administrative and operational support to Department of Medicine leadership, including the Chair, Vice Chair of Administration, Associate Vice Chair of Administration, and other Department Vice Chairs. Responsibilities include complex calendar management, meeting and event coordination, communications, records management, website maintenance, and support for departmental initiatives. The position also serves as the primary administrative contact for the Department of Medicine Grand Rounds continuing education program.

Responsibilities include coordinating schedules, managing program communications, maintaining event and accreditation records, compiling and reporting program data, administering surveys, updating web content, and serving as a liaison to Continuing Professional Development (CPD) and Continuing Medical Education (CME) stakeholders.

• Provides administrative support to the Department of Medicine leadership team, including the Chair, Vice Chairs, and Associate Vice Chairs. Coordinates complex calendars, schedules meetings and events, prepares agendas and meeting materials, records meeting minutes, drafts and distributes communications, and coordinates department-sponsored training and professional development activities.
• Supports faculty and leadership recruitment activities, including candidate scheduling, itinerary development, coordination of interviews and meetings, arrangement of travel and lodging, and processing of associated reimbursements and reconciliations.
• Maintains departmental records, electronic files, and shared resources; manages administrative supply inventories and ordering; assists with departmental human resources and operational projects as assigned.
• Updates and maintains selected Department of Medicine web pages to ensure information is accurate, timely, and accessible.

• Serves as the primary admin support for the Department of Medicine Grand Rounds continuing education program. Coordinates speaker schedules, event logistics, communications, announcements, evaluations, attendance records, and accreditation documentation.
• Compiles and analyzes program data, prepares required CME and other quarterly reports, administers surveys, and monitors program activities to ensure compliance with CME and CPD requirements.
• Maintains Grand Rounds web content and regularly collaborates with departmental leadership, presenters, and CPD/CME stakeholders to support successful program delivery.

• Serves as the primary in-office point of contact for faculty, staff, students, visitors, and members of the public visiting the Department of Medicine at Marquam Hill. Provides professional, timely, and customer-focused responses to inquiries and requests.
• Assists with departmental events and visitor coordination and helps maintain a welcoming, service-oriented environment. Prioritizes and responds to urgent requests while keeping departmental leadership appropriately informed.

• Provides backup and supplemental administrative support to Executive Specialists within the Department of Medicine, including assistance with scheduling, communications, meeting coordination, special projects, and other operational activities as needed.

• Serves as the Information Technology Contact (ITC) for the Department of Medicine administrative offices. Acts as the primary liaison between departmental personnel and Information Technology Group (ITG) staff.
• Coordinates technology requests, assists with troubleshooting and issue resolution, manages technology inventory and equipment requests, and facilitates the acquisition and deployment of computers, phones, printers, and related resources.
• Monitors…