Administrative Assistant

Job description

• Manager Level Support
• Assists Facilities Managers and Administrative Coordinators needs by anticipating requests for information.
• Researches, locates, summarizes, and assembles materials (potentially of a confidential nature) as needed for administrative action.
• Schedules meetings and appointments, utilizes OHSU Assistant List to ensure contact is made with the proper individuals and that appointments are scheduled at the best possible time for all attendees.
• Reserves conference spaces, provides meeting support in the form of agenda creation, taking minutes, presentation creation, ordering catering, AV setup and tear-down.
• Distributes and screens mail, callers, and visitors as needed.
• Facilities Department Support
• Supports all Facilities departments as directed by management, including processing Oracle requisitions and purchase orders according to policies and procedures, processes invoices for payment, processes departmental billing (IBS), assist with departmental budget and activity reports, performs Kronos timekeeper and backup timekeeper duties.
• May process uniform ordering as needed, and maintains purchasing records.
• Reconciles department purchasing cards (p-cards) on a weekly basis.
• Creates Facilities work orders, IAMS requests, and key requests as needed.
• Works with department specific programs as needed, including eAM, Oracle, Jira, and others.
• Provide other administrative and project support as needed.
• 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.
• Ability to resolve advanced customer service issues.
• Excellent verbal and written communication skills.
• Experience and knowledge of working with a diverse group of people with conflicting and urgent needs and ability to maintain a harmonious working relationship campus wide.
• Intermediate skill level with MS Office Suite (Word, Excel, Outlook), Oracle, Data Warehouse/Discoverer.
• High School Diploma or GED.
• At least 2 years providing direct management support, including calendar management and travel arrangements.
• At least 2 year project coordination experience.
• At least 2 year experience participating on a project committee.
• Extensive customer service skills in a high volume nature, specifically resolving customer service concerns.
• Troubleshooting work order related issues.
• Experienced Oracle user.
• Advanced skill level with MS Office Suite (Word, Excel, Outlook).
• 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.
• Ability to resolve advanced customer service issues.
• Excellent verbal and written communication skills.
• Experience and knowledge of working with a diverse group of people with conflicting and urgent needs and ability to maintain a harmonious working relationship campus wide.
• Intermediate skill level with MS Office Suite (Word, Excel, Outlook), Oracle, Data Warehouse/Discoverer.