OCIC Administrative Assistant

The purpose of this position is to assist the leadership of OCIC with confidential and sensitive administrative support. Specifically, this role will support the Inclusion initiatives led by the VP OCIC and Director of Civil Rights Advancement and Strategic Engagement. This person will lead scheduling of meetings, take meeting notes, be present in person frequently, sometimes coordinating many schedules and help plan and create reports, visual graphics, and organization of yearly reports. In addition, they will compose correspondence to employees, students, and others. Due to the nature of the work, confidentiality is of the highest priority.

• Analyze various types of data and use judgment in making independent decisions regarding and independently prioritize those responsibilities.
• Compose and respond to confidential and sensitive correspondence based on legal, employment law or OHSU policy, including memos, reports, and e-mail messagesto managers, staff, union representatives, employees, prior employees, students, patients, attorneys, and medical professionals.
• Assist with compilation of related Inclusion Initiative data.
• Assist VP OCIC with compilation of OCIC related data.
• Compile complex detail and summary monthly, quarterly and using Maxient case management software.
• Other assigned administrative coordination and project duties as assigned.
• Assist OCIC staff in compiling highly sensitive case information, evidence, and data.
• Coordinate with other administrative staff in OCIC to complete projects, cover absences, and achieve office wide goals.
• Compile, create and proofread reports letters, memoranda, notes and other documents.
• Regularly attend in person and internet-based meetings and serves as a notetaker inthese meetings.
• Coordinate outreach events.
• Generate accessible data displays, reports, memos, PowerPoint slide decks, and other written materials to support efforts of OCIC and the Inclusion Initiatives.

• Conduct self in a professional manner and provide excellent customer service to all employees, customers, stakeholders, etc.
• Professionally and proactively respond to employee, student, visitor and public inquiries via telephone, in writing and in person, document all interactions, and positively represent OCIC.
• Continuously look for ways to improve processes and create efficiencies.
• Ability to work with employees, patients, members of the public and others at OHSU who may be difficult, ill, stressed and/or upset.
• Ability to prioritize projects and assignments and manage work time to meet the needs of the leadership in the OCIC department.
• Other duties as assigned.

• High school diploma or GED equivalent.
• Three years administrative or clerical support experience.
• Demonstrable ability to communicate and interact with diverse community.
• Demonstrable skill in effective oral and written communication.
• Demonstrable ability to complete multiple projects, priorities and tasks in a fast-paced, constantly changing and demanding environment.
• Demonstrable ability to assist in confidential civil rights matters that are sometimes controversial, sensitive, and unsettling.
• Demonstrable ability to communicate effectively in person with difficult, emotional, individuals.
• Three years of full-time experience typing and word processing. Must have advanced level experience with Microsoft Office suite including creating and editing in Word, Outlook, and PowerPoint applications.
• Three years of full-time advanced level experience with spreadsheet or database programs, such as Microsoft Excel or Access.

• Two years of college course work in business administration, legal secretarial or related field preferred.
• One year of full-time experience working in a union environment Prefer basic understanding of EEO, affirmative action and ADA complaint procedures and dispute resolution processes.
• Three years full-time experience Microsoft Office suite with strong understanding of excel, PowerPoint, and Word.
• Paralegal certificate or Bachelor’s degree desirable.

This position will work in-person frequently. Ability to be in many different environments: hospital, classroom, board room, small group and large group situations.

 

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu