Oregon Health & Science University

Department Overview

OHSU is Oregon’s only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington. We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health – and with a network of campuses and partners throughout Oregon. We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding. We are a statewide economic engine and Portland’s largest employer. And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state.

As the Administrative Assistant you will provide administrative, professional and technical support for the OHSU Center for the Advancement of Resuscitation Education (CARE). You will be the primary customer service and administrative support position for a program that provides American Heart Association courses (ACLS, BLS, PALS, etc.) for the OHSU community.

Function/Duties of Position

Program Administration:

• Provides essential customer service to course participants, delegates and interested parties. Responds to inquires via various channels (email, phone, in-person, etc.) Represents CARE department to OHSU community and external audience. Uses OHSU Learning Management System (“Compass” extensively to creates courses/classes, receive and confirm registrations, track attendance & outcomes, as well as other functions.Coordinates with partnering OHSU departments for shared programs. Provides primary registration support and processing for BLS training at OHSU. Distributes teaching and learning materials as needed.
• Coordinates with OHSU Simulation, EdComm, Teaching Services and others to schedule classrooms, equipment and resources for CARE courses. Prepares printed materials, classroom, audio/visual and educational equipment for CARE courses. Greets participants, completes check-in/check-out procedures. Cleans and breaks-down classroom stations and equipment. Processes completed course paperwork and evaluations per AHA guidelines. Prepares invoices and coordinates billing with OHSU departments and external partners.

Program Documentation:

• Assists with CARE AHA TC accreditation, follow-up, tasks and expectations. Activities include, but are not limited, to coordination, scheduling and documentation of meetings, assembly of annual AHA TC report, as well as any other requested information. Assists with AHA Instructor certification, renewal & documentation. Activities include, but are not limited to, paper and electronic records management, preparing AHA forms, AHA card security and printing, providing reports to AHA instructors as needed.

Program Development:

• Works with the CARE Medical Director, Director of Operations & Senior Educator to develop the CARE course catalog and registration. Documentation and requirements as needed. Establishes and maintains procedures, coordinates projects to accomplish goals and objectives. Assists with the coordination of all CARE courses.

Departmental Support:

• Orders and maintains course material inventory (textbooks, cards, on-line licenses, etc.). Orders and maintains office supply inventory. Coordinates work orders, CARS & IT Service requests.

Other duties as assigned.

Required Qualifications

• 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.
• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. 

Job Related Knowledge, Skills and Abilities:

• Excellent interpersonal skills, initiative and the capacity to work with diverse groups; students, faculty, staff, IT group.
• Successful demonstration of positive teamwork attitude. Ability to work effectively as a team member.
• Excellent written and verbal communication skills.
• Demonstrated professionalism and integrity.
• Ability to take initiative and ownership of responsibilities.
• Excellent forecasting and problem-solving skills.
• Excellent attention to detail; successful demonstration of experience working in detail-oriented capacity with proven record of accuracy.
• Excellent organizational skills, ability to be self-directed and set own work priorities.
• Proficient in Microsoft office suite, (Word, Outlook, Excel) and basic OHSU computer applications.

Preferred Qualifications

Education:

• HS Diploma
• Associates / BS

Experience:

• Previous work in academic programs, work with students and faculty, or work supporting clinical staff.
• Experience with American Heart Association courses program administration and educational program accreditation.

Job Related Knowledge, Skills and Abilities:

• Experience taking dictation, documenting meeting minutes.
• Experience scheduling rooms, coordinating AV equipment, overseeing meeting details.
• Experience with academic program accreditation documentation/site visits.
• Experience with HR systems (Oracle) and learning management systems (Compass).

Additional Details

Flexibility to work irregular hours as needed to meet the needs of the CARE course calendar. Includes occasional weekends and evenings.

Benefits:

• Two raises per year – One at anniversary date and one across the board annual increase
• Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
• Two separate above market pension plans to choose from
• Vacation- up to 200 hours per year depending on length of service
• Sick Leave- up to 96 hours per year
• 8 paid holidays per year
• Substantial Tri-met and C-Tran discounts
• Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)

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.