Senior Executive Assistant

Operations support

• Serve as IT Contact (ITC): submit/track technology and equipment requests/orders, i.e. laptops, cell phones, monitors; order software; attend ITC meetings and communicate updates/highlights; related technology resources for staff and leadership
• Serve as Kronos timekeeper: process requests for adjustments; manage regular reminders to staff; provide support for inquiries or issues
• Financial responsibilities: P-card purchases (conference registration, subscriptions, services, supplies, etc.) and reconciliation; invoice processing via PO/requisition system
• Review and sort incoming mail; scan and distribute appropriately
• Process and deposit annual CIN provider member dues checks
• Provides backup administrative support for other administrative staff during vacations and emergency situations.
• Assist with recruiting and new employee onboarding: in coordination with Healthcare HR, ensures new hire paperwork is completed (and assist with this as needed), assists new employees with new-hire training (HIPAA, RAU, etc.), helps new employees with any challenges that may arise (payroll, timekeeping, etc.).
• Work cooperatively and in collaboration with other executive support staff to perform various office duties and projects as assigned.

Other duties as assigned.

• Bachelor’s degree in relevant field
• One (1) year of administrative experience OR
• Equivalent combination of education and experience.
• Must demonstrate advanced organizational skills and experience handling confidential information.

• Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing executives and the ability to interact effectively with individuals all levels of organization.
• Demonstrated ability to anticipate needs and problems, and to re-prioritize tasks in order to address changing priorities.
• Ability to be flexible in a constantly changing environment as well as being a change agent.
• Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks.
• Excellent interpersonal skills; must be able to communicate effectively and clearly; and have the initiative and ability to work with diverse groups.
• Demonstrated advanced computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies.
• Demonstrated advanced level skill in Microsoft Office Suite (MS Word, Excel, PowerPoint and Sharepoint).
• Ability to take and prepare accurate meeting minutes for multiple committees.
• Highly prefer senior level executive support experience in academic health center or research institute setting.

• Medical, dental and vision coverage at low or no cost to employees Covered 100% for full-time employees and 88% for dependents
• Several retirements plan to choose from! – Oregon Public Service Retirement Plan and University Pension Plan, voluntary savings plans (403b, 401a and 457b)
• Up to 200 hours (equal to 25 full days) a year of paid time off
• 96 hours of sick leave a year (prorated by FTE status)
• Commuter subsidies
• Annual Raises
• Employee discounts to local and major businesses
• Growth/Development Opportunities