Executive Specialist

Department Overview

The Executive Specialist provides executive, administrative, technical, and operational support to the Division of Care Management and the Administrative Director. This position supports the efficient operation of the division by coordinating information, preparing materials, conducting research, and managing a variety of administrative functions. The Executive Specialist serves as a liaison between division leadership, staff, and internal and external partners, and acts as a primary point of contact for questions related to the division's programs and operations. This role requires strong organizational skills, sound judgment, and the ability to manage sensitive and confidential information with discretion.

Function/Duties of Position

Executive Support

• Manages executive calendars by coordinating schedules, advising on commitments, scheduling meetings, reserving conference rooms, preparing agendas, and arranging catering as needed.
• Coordinates and supports meetings by preparing presentations and meeting materials, setting up audiovisual equipment as needed, attending meetings, recording presentations when appropriate, and preparing and distributing meeting minutes.
• Drafts, prepares, and distributes correspondence, reports, agendas, memoranda, presentations, and other documents while maintaining a high level of confidentiality.
• Coordinates meeting logistics, special events, and conferences, including travel arrangements, itineraries, accommodations, and travel expense reimbursements.
• Manages incoming and outgoing communications, including mail, faxes, voicemail, and other communication channels.
• Prepares and submits expense reports and supporting documentation for reconciliation.
• Research, compiles, and summarizes information on a variety of topics related to OHSU operations at the request of leadership.
• Performs other related duties and special projects as assigned. 

Division Support

• Serves as a primary point of contact for division resources, responding to questions and providing support related to division operations and programs.
• Orders, maintains, and distributes TriMet bus tickets and gas cards in accordance with established procedures.
• Provides administrative support to case managers, social workers, and other division staff as needed.
• Triages incoming faxes and processes documents by scanning, uploading, or routing them to the appropriate recipients.
• Communicates skilled nursing facility (SNF) and home health agency availability by forwarding email updates and transcribing faxed information into electronic communications.
• Maintains the division clothing closet, including ordering, stocking, and monitoring inventory.
• Creates and updates forms, templates, and other departmental documents as assigned.
• Maintains department equipment and resources, including keys, pagers, phone lists, staff directories, and other departmental records.
• Prepares and distributes weekly department schedules by reviewing the master schedule, coordinating with designated supervisors and charge nurses, and distributing finalized schedules.
• Reconciles purchasing card (P-Card) transactions and supporting documentation on a monthly basis.
• Performs other related duties and special projects as assigned.

Timekeeping

• Coordinates departmental timekeeping activities in accordance with OHSU timekeeping roles, responsibilities, policies, and procedures using the Kronos timekeeping system.
• Maintains employee timekeeping records, including attendance, payroll processing, pay period close, and other timekeeping functions for the division.
• Generates and distributes Kronos reports to leadership as requested.
• Performs other related duties and special projects as assigned. 

Required Qualifications

• Four years of secretarial or executive assistant experience; OR 
• An associate’s degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience; OR 
• A bachelor’s degree and two years of secretarial or executive assistant experience; OR 
• An equivalent combination of training and experience.

Job Related Knowledge, Skills and Abilities (Competencies):

• Medical terminology
• Ability to work with a variety of diverse customers, sometimes in difficult situations.
• Ability to prioritize work demands and adjust work as priorities change.
• Demonstrated excellent communication and conflict-resolution skills. 

Preferred Qualifications

• A Bachelor’s degree and one year of general office or secretarial experience
• Four year previous experience in a hospital or healthcare setting supporting a clinical unit or executive
• Knowledge of Microsoft Excel. Microsoft Word. MMIS system. Inpatient Epic 

Additional Details

This position requires staff to be able to commute onsite a minimum of 60% of the time or more.

Staff may be sitting at their desk up to 90% of the time

Staff may be required to walk around the hospital up to 10% of the time

Requires prioritization.

Frequent interruptions in an environment of frequent change and fluctuations.

For inpatient units accepts accountability and responsibility.

Subject to computer work for several hours, as needed.

Able to utilize office equipment within work area.

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 [email protected]