Executive Assistant

OHSU Casey Eye Institute isa premier academic medical center providing eye care for adults and children in the Pacific Northwest and beyond. We treat eye conditions from the most straightforward to the most complex and offer expert care in all ophthalmology specialties.

Since 1945, OHSU Casey Eye Institute doctors and vision scientists have worked side by side to discover the causes of eye disease and find new treatments. Bringing research and patient care together helps us turn possibilities into realities OHSU Casey Eye Institute is a  High Performing  eye hospital, which means we are ranked in the top 10 percent nationally by U.S. News & World Report.

The purpose of this position is to assist with and coordinate the activities of the Director of Clinical Operations & Optical Services, Director of Clinical Operations, and Practice Managers, and to support the daily operations of the CEI Administrative Office for the Casey Eye Institute, Department of Ophthalmology. This position serves as the primary point of contact for the CEI Administrative Office front desk and main phone lines, serves as a departmental timekeeper, and serves as back up departmental facilities project manager for needs related to departmental space on campus and at satellite locations, including conference room management.

• Provide confidential executive administrative support to the Director of Clinical Operations & Optical Services, the Director of Clinical Operations, and Practice Managers.
• Manage and organize scheduling priorities, calendars and meetings for the Directors of Clinical Operations, including complex and confidential organizational meetings with groups of faculty, non-faculty, and off-campus collaborators and external contacts. Proactively communicate time commitments, obligations, and schedule conflicts.
• Coordinate agendas and materials, attend and take meeting minutes, track action item follow-up, and distribute materials for recurring clinical operations and management meetings.
• General administrative activities including coordinate travel, process reimbursements, and reconcile procurement cards, general clerical functions, and compose, draft, and proof written material such as correspondence, presentations, and manuscripts.
• Provide support for CEI Committees and Programs for the Department of Ophthalmology at the direction of the Department Director and Chair, Department Administrator, and Committee/Program Chairs. Provide support and project management for special projects, and collaborate cross-functionally to execute departmental and institutional meetings and events.
• Provide project support, meeting preparation, and presentation development for clinical operations and departmental initiatives as assigned.

• Serve as the primary point of contact for the CEI Administrative Office: greet visitors, answer the front door, and provide primary telephone coverage for the CEI main phone lines in coordination with administrative support staff.
• Coordinate Administrative Office coverage with administrative support staff to maintain consistent front desk and telephone availability, including during lunches and staff absences.
• Coordinate and issue parking passes for visitors, candidates, and departmental guests.
• Process procurement and office supply orders for the CEI Administrative Office, and maintain office supply inventory.

• Act as backup to the departmental Facilities Manager. Act as liaison to OHSU Design & Construction, architectural firms, contractors and vendors to represent departmental interests, facilitating adherence to timeline and project budget. Assist as needed with projects from pre-construction meetings to project completion.
• Assist the departmental Facilities Manager with conference room and space management, including review and approval of 25
  
  Live room reservation requests.
• Assist with needs related to departmental space on campus and at satellite locations, including interdepartmental relocation of faculty and staff, space configuration in compliance with OHSU regulations and ergonomic needs, signage, the annual Space Survey, and records of room use and room codes. Enter and track Work Requests related to facility needs and act as liaison to OHSU Facilities Management, Parking, Public Safety, and Environmental Services.
• Assist…