Administrative Assistant

Department OverviewThe Administrative Assistant for Patient Care Services utilizes her / his knowledge and expertise to enhanceoperations by providing confidential administrative services to support the Division of Patient Care Services. This position provides administrative support to Nurse Managers. This position also serves as a HR,timekeeping and scheduling resource for nursing unit staff.Function/Duties of PositionAdministrative SupportCoordinate annual performance appraisal processSupport the new hire process by facilitating access requests new hire paperwork and ensuring all information is complete in employee file and OHSU information systemsMaintain employee filesMonitor corporate compliance and update HR information systemsProcess HR actionsProvide standard reports to unit managers and respond to requests for informationAct as liaison with other areas including HR, payroll and ITGPick up and distribute paychecksProvide other administrative support as requested by unit managersTime and AttendanceAssist manager to ensure accurate time and attendance records of staffWork with NRM to ensure time and attendance corrections are receivedProcess historical adjustments, special check requests, overpayment adjustments and CNI paymentsProvide time and attendance management reports to unit managers for reviewUnit Staffing and SchedulingEnter unit schedule into scheduling system as directed by unit managerProvide training and support for unit schedulersReview and post final schedule in the scheduling system and on the unitPrint and distribute daily assignment sheetsArchive schedules and daily assignment sheetsProcess schedule changes in the scheduling systemEnsure vacations are entered into the scheduling system per unit protocolOther duties as assigned by managerRequired 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 (Competencies):* Demonstrated intermediate skill in word processing, using Microsoft Word.* Demonstrated intermediate skill in spreadsheet creation and maintenance in Microsoft Excel.* Demonstrated excellent customer service skills.* Demonstrated excellent verbal and written communication skills.* Verifiable time management / multitasking skills.* Verifiable dependable work history. Ability to work under tight time frames.* Must be able to perform the essential functions of the position with or without accommodationPreferred Qualifications* Bachelor's degree and one year of general office or secretarial experience;* Experience with the Kronos timekeeping and scheduling systemAdditional DetailsBenefits:Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employeeTwo separate above market pension plans to choose fromVacation- up to 200 hours per year depending on length of serviceSick Leave- up to 96 hours per year8 paid holidays per yearSubstantial Tri-met and C-Tran discountsAdditional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)Why apply to OHSU?We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu