Administrative Assistant

Department Overview

The Administrative Assistant for Patient Care Services utilizes their knowledge and expertise to enhance operations by providing confidential administrative services to support the Patient Care Services Division. This position provides administrative support to Nurse Managers. This position also serves as an HR, timekeeping and scheduling resource for nursing unit staff.

Function/Duties of Position

Administrative Support

Coordinate annual performance process Support new hire process by facilitating access requests, new hire paperwork and ensuring all information is complete in employee file and OHSU information systems Maintain employee files Monitor compliance and update HR information systems Process HR actions Provide standard reports to unit managers and respond to requests for information Act as liaison with other areas including HR, payroll and ITG Provide other administrative support as requested by unit managers

Time and attendance

Assist manager to ensure accurate time and attendance records of staff Work with NRM to ensure time and attendance correctoins are received Process historical adjustments and CNI payments Provide time and attendance management reports to unit managers for review

Unit staffing and scheduling

Enter unit schedule into scheduling system as directed by unit manager Provide training and support for unit schedulers Review and post final schedule in the scheduling system Print and distribute daily assignment sheets Archive schedules and daily assignment sheets Process schedule changes in the scheduling system Ensure vacations are entered into the scheduling system per unit protocol

Other Duties As Assigned By Manager

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 Knowledge

Demonstrated intermediate skill in word processing, using Microsoft Word. Demonstrated intermediate skill in spreadsheet creation and maintenance in Microsoft Excel. Demonstrated excellent customer service skills. Demonstrated excellent verbal and written communication skills. Verifiable time management / multitasking skills. Verifiable dependable work history. Ability to work under tight time frames. Must be able to perform the essential functions of the position with or without accommodation

Preferred Qualifications

Bachelor's degree and one year of general office or secretarial experience. Experience with the KRONOS timekeeping and scheduling system.

Additional Details

This position is currently fully remote.

Benefits

Two raises per year – One at anniversary date and one across the board annual increase Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee Two separate above market pension plans to choose from Vacation- up to 200 hours per year depending on length of service Sick Leave- up to 96 hours per year 8 paid holidays per year Substantial Tri-met and C-Tran discounts Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.