Executive Specialist

Department Overview

This position provides executive level, confidential support to the Chair, Vice Chairs, and Department Administrator of the Department of Neurology. This includes managing calendars, drafting correspondence, arranging travel, and assisting with meetings, presentations, and events. Serves as a liaison between the Chair and numerous internal and external entities, such as, (but not limited to), OHSU Foundation, VA Medical Center, OHRC, OPAM, RGC and Neurology Alumni.

Function/Duties of Position

Schedule management & administrative support: Provides confidential support and daily management of the Chair’s and Vice Chair for Administration’s schedules. Works with leaders to establish daily/weekly priorities, schedules, correspondence and signatory documents, and other matters associated with the functions and operations essential for smooth functioning and operations of the department.

Recognizes priority needs and urgent requests and re-adjusts schedules to meet the sometimes conflicting interests of all parties. Advises leaders of commitments and project status, anticipates needs by furnishing information required for meetings, responds to written and phone inquiries from internal and external customers as requested. At the request of the Chair/Vice Chair, attends meetings and interfaces with various stakeholders, participates in committee meetings, sets agendas, assists with meeting arrangements, takes minutes, and welcomes guests to the Chair’s office. Maintains and reconciles OHSU procurement card.

 

Technical & writing skills:  Researches and offers assistance and academic support to the Chair/Vice Chairs as requested, researches topics of need, assists the Chair with manuscript preparation for professional journals as needed. Provides technical assistance/support to the Chair/Vice Chairs with Outlook, PowerPoint, Excel, social media, bibliographic software, and teaching technologies as needed.

 

Organization & confidentiality: Develops and maintains confidential resources, including electronic and hard copy documents. Maintains confidential professional contact information including community, academic, and government organizations, and other constituents. Frequently deals with materials of a highly complex, sensitive, and confidential nature.

 

Travel arrangements: Makes local, state, national and international travel arrangements as needed including flight, lodging, ground transportation, and conference registration. Submits and tracks authorization and reimbursement documents.

 

Faculty letters and Reviews – Organize annual faculty reviews to SOM Dean’s office; assist the department P&T committee chair with reviews and Promotion and Tenure candidate processes – assist with Emeritus, or PI eligibility letters.  Coordinate approval of Medical Staff office documentation and recommendations for privileges, track due dates, login with verity stream to review privileges when necessary; help Division/section heads with processes tied to approved privileges.

 

Meeting & event facilitation: Schedules and facilitates preparation for all- department meetings, all-faculty meetings, all-admin meetings, Department leadership meetings, and Vice Chair meetings. Prepares presentation materials with a high level of sophistication commensurate with an academic environment. Prepares and distributes agendas and background materials, arranges meeting locations and catering, records and transcribes minutes.  Organizes interviews, post interview evaluations, travel & lodging accommodations for faculty recruitments.

 

Other duties: Cross-trained to provide high-level support for other Vice Chairs in the department as needed. Collaborates with and serves as a leader for other administrative support employees in the department. Serves as IT Contact for central administrative team and Sections/Divisions without program support; Assists with space needs for department employees located in SJH, HRC or CHH. Assists on special projects and tasks as needed. Manage all aspects of Visiting Professor program.

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.
• Experience working with executive calendars.
• Experience in event and meeting planning and management.
• Experience working in an academic environment.
• Ability to manage priorities, use initiative, problem solve, manage time and be self-directed.
• Outstanding verbal and written skills with proficiency in academic and business writing. Exceptional ability to communicate with attention to grammar, punctuation, confidentiality and syntax.
• Cordial, proficient, and high energy with a desire to serve.
• Detail oriented.
• Exceptional skills in the use of technologies and software programs associated with Outlook, Word, Access, Excel, PowerPoint, social media, and other emerging technology.
• Works independently and able to anticipate the needs of the Chair/Vice Chairs in advance of meetings and projects.
• Ability to rapidly acquire or has current knowledge, skills, and abilities in large academic health science centers.

Preferred Qualifications

• 5+ years of experience providing high level executive/ administrative support.
• Experience as an OHSU administrative professional.
• Advanced computer skills including PowerPoint, Word, Excel (macros, pivot tables).
• Working knowledge of OHSU organization, systems, procedures and policies.

Additional Details

Working Conditions:

The work schedule for this position requires in person initially 2-3 days per week. A flexible schedule is required to support business needs. Remote vs. in person will depend on training and needs of Chair for in person meetings.

 

Physical Demands & Equipment Usage:

The duties of this position are performed in a busy office environment with prolonged periods seated at a computer.

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]