Job Description: Oregon Health & Science University
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.
Executive Assistant
US-OR-Portland
Job ID: 2024-32355 Type: Regular Full-Time # of Openings: 1 Category: Administrative/Office Support Portland, OR (Waterfront)
Overview
Executive Assistance: Executive level support for Dr. Rosalie Sears: anticipates needs as they arise; manages complex and dynamic calendar; makes and confirms meeting and travel arrangements and generates itineraries with details; processes reimbursement requests both from OHSU and from outside institutions meeting institutional deadlines; maintains CV and related documents
Center Meetings: Under BCCPC leadership direction, sets up regular Center meetings that incorporate both internal and external constituencies and collaborators, including grant project team meetings, biannual External Advisory Board and quarterly Program Leader meetings, and monthly strategy and staff meetings:
Determines dates and times that work for key participants, coordinating closely with other faculty support staff, and rescheduling as necessary
Sends calendar invitations and tracks attendance
Coordinates with EdComm for remote participation and recording set-up or other required AV services
Identifies and reserves meeting rooms
Orders, receives delivery of, and sets up catering
Often serves as on-site coordinator and troubleshooter
Communications: Regularly monitors the Center’s general email in-box for time-sensitive inquiries and directs them to appropriate party; assists with Center participation in occasional community events and production of professional conferences
Visitor Coordination: Coordinates visits to OHSU for invited guest speakers, faculty recruitment candidates, and outside experts:
Schedules visit and coordinates logistics (lodging, travel, etc.)
Creates visit itinerary, including seminars, one-on-one meetings, trainee lunches and faculty dinners
Arranges space reservations, catering and A/V services
