Administrative Assistant Job Vacancy in Oregon Health & Science University Portland, OR 97239 – Latest Jobs in Portland, OR 97239

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Full Details :
Company Name : Oregon Health & Science University
Location : Portland, OR 97239
Position : Administrative Assistant

Job Description : Department Overview:

The Division of Hospital Medicine (DHM) is part of the Department of Medicine at OHSU and is comprised of Hospital Medicine Programs at OHSU-Marquam Hill, OHSU-Hillsboro Medical Center and Veterans Affairs Portland Health Care system (VAPORHCS).
This position provides primary general administrative support to the Division of Hospital Medicine (Marquam Hill), and will work closely with faculty, providers, and division leadership including the Division Head, Division Manager, and Administrative Manager.
Function/Duties of Position:

General Administrative:
Support the Administrative Manager as the credentialing/provider enrollment assistant for existing and new faculty, including maintaining current information on licenses, board certification, and DEA status and renewals.
Serves as Division timekeeper using OHSU-approved timekeeping systems – check for accuracy on clock transactions, vacation/sick leave balances, etc. and submit information on a regular basis.
Inventories for office supplies, division space throughout the university, capital equipment, computer equipment, software libraries, record storage, electronic files, and division work rooms;
Assists in the coordination of the OPPE process, including but not limited to the collection and submission of OPPE forms to ensure Faculty are in compliance with credentialing requirements on a quarterly basis;
Collect and distribute Division mail once a week
Manage Division’s rightfax system
Scheduling:
Creating schedule request survey twice annually;
Initiating communications to coordinate, create, and maintain a moonlighting list serve;
Continued communication with contracted Locums employees;
Managing and maintaining the schedule and making any needed updates.
Financial support:
Assist Administrative Manager in submitting and tracking all OHSU-Marquam Hill One Time Payments;
Organizing and tracking all Division invoices and POs;
Purchasing services and supplies for division activities
Manage and maintain the Observership process, supporting many service lines. To include:
Ensuring applicants complete the application in its entirety;
Collaborate with Leadership to review policy annually and update as needed;
Work with the Office of Visitors and Volunteers and Risk Management to ensure applicants are compliant;
Communicating and scheduling applicants with providers;
Maintaining a log of observers while they are shadowing a member of DHM.
Required Qualifications:

Education/Experience:
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
Experience coordinating and implementing administrative processes, including analysis, tracking and communications.
Job Related Knowledge, Skills and Abilities (Competencies):
Proficiency with Microsoft Office applications
Must be detail-oriented, self-motivated and interested in problem-solving. Exhibits professional behavior at all times, in person, over the phone and through electronic communications. Maintains highest level of confidentiality.
Preferred Qualifications:

Previous experience working in an administrative capacity in an academic institution.
Additional Details:

This position will have the opportunity to telework.
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.

As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.

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