Executive Assistant

$53,872 - $80,829/Yr

Oregon Health & Science University - Portland, OR

Full-time

Portland, OR

Educational Services

About the position

Oregon Health & Science University (OHSU) is seeking an Executive Assistant to provide confidential administrative and project support to the Director of Public Safety, Department Managers, and staff. This role is critical in ensuring a high level of customer service and support within the department. The Executive Assistant will perform complex administrative services, oversee the Command Staff's work, prioritize workloads, and provide feedback regarding job performance. Additionally, the Executive Assistant will serve as a general crisis manager and problem solver, guiding staff on department policies and procedures, and addressing routine support-related questions and issues. The position requires the Executive Assistant to meet with stakeholders to discuss department processes and products, as well as collaborate with supervisors and senior leadership to develop new procedures. The Executive Assistant will act as a liaison between the Department of Public Safety and other partner departments, managing tasks such as Facilities work orders, building repairs, and construction requests. Representing the department in internal and external university meetings, the Executive Assistant will also be responsible for planning and managing the physical space for the unit, maintaining office supplies, and attending conferences or training as needed. In terms of executive support, the Executive Assistant will anticipate the needs of the Director of Public Safety and Command Staff, managing their calendars, scheduling meetings, and processing correspondence. This role involves receiving and screening callers and visitors, responding to complaints, and assisting with travel and project documentation. The Executive Assistant will also review project assignments, identify necessary resources, and coordinate meetings to gather input from various stakeholders. They will monitor project status, inform interested parties of progress, and ensure that all procedural steps are completed in a timely manner. Overall, this position is essential for the smooth operation of the Department of Public Safety, requiring a proactive and organized individual who can handle multiple tasks and maintain effective working relationships across the organization.

Responsibilities

• Provide confidential administrative and project support to the Director of Public Safety and Department Managers.
• Perform day-to-day oversight and review of the Command Staff's work, prioritizing workloads and providing feedback.
• Serve as a general crisis manager and problem solver for the department.
• Guide staff on department policies, procedures, and tasks.
• Meet with stakeholders on department processes and products.
• Act as a liaison between the Department of Public Safety and other partner departments.
• Manage Facilities work orders, building repairs, and construction requests.
• Represent the department in internal and external university meetings.
• Plan and manage physical space for the unit/department.
• Maintain office supplies, equipment, and inventory.
• Anticipate the needs of the Director of Public Safety and Command Staff, managing their calendars and scheduling meetings.
• Research, locate, assemble, and summarize material for executive action.
• Open and process mail on behalf of the Director and Command Staff.
• Assist with specialized support, travel, scheduling, and project documentation.
• Review project assignments to determine scope and necessary resources.
• Coordinate meetings to gather input from various stakeholders.
• Monitor project status and ensure timely completion of procedural steps.

Requirements

• Bachelor's degree OR Associate's degree and equivalent combination of training and experience.
• Knowledge of management and supervisory principles.
• Excellent communication, analytical, and organizational skills, both written and verbal.
• Demonstrated customer service skills both on the phone and in person.
• Ability to work independently and as part of a team.
• Proficient with computers and PC software, particularly email, word processing, spreadsheets, database, and presentation graphics.
• Energy and drive to coordinate projects and facilitate change.
• Ability to establish and enforce policies and expectations clearly and consistently.

Nice-to-haves

• Bachelor's degree in business.
• 5+ years in a high-level administrative position.
• Knowledge of OHSU policies and procedures.
• Experience with Rubix, Kronos, and Oracle.