Executive Assistant & Dean's Office Administrative Manager Job at Oregon Health & Science University
Department Overview:
You will serve as a facilitator and coordinator of the “who, how and when” across the SPH - engaging with portfolios to ensure efficient and effective collaboration. You will be a member and coordinator of the Dean’s Leadership Team (DLT) and serves as a liaison and advocate for the SPH and the Dean’s priorities.
The ideal candidate for this role will have the ability to maintain the highest level of confidentiality and exercise discretion, and will lead teams with confidence. Additionally, the individual in this role will recognize priority needs, urgent requests and re-adjust schedules and tasks to meet the sometimes-conflicting interests of all parties, and showing resilience to meet unplanned demands. Candidates who have experience performing activities across an academic institution or matrix organization, emphasizing on partnership and collaboration will thrive in this role.
To be considered for this position, please include a cover letter with your application. Function/Duties of Position:
Generous Benefits Package Including:
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.
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
The OHSU-PSU School of Public Health (SPH) is aligned with the American Public Health Association in declaring racism a public health crisis, and our School is committed to becoming an antiracist SPH. We are working to center social justice in our internal and external work as a school and are committed to addressing structural and institutional racism, and to holding ourselves accountable to this work.
Reporting to the Dean, the Executive Assistant & Dean’s Office Administrative Manager is responsible for the management and operations of the Dean’s Office. This position optimizes administrative workflow to ensure the Dean’s Office both functions smoothly and completes short- and long-term strategic projects on-time and alongside the required deliverables.
You will serve as a facilitator and coordinator of the “who, how and when” across the SPH - engaging with portfolios to ensure efficient and effective collaboration. You will be a member and coordinator of the Dean’s Leadership Team (DLT) and serves as a liaison and advocate for the SPH and the Dean’s priorities.
The ideal candidate for this role will have the ability to maintain the highest level of confidentiality and exercise discretion, and will lead teams with confidence. Additionally, the individual in this role will recognize priority needs, urgent requests and re-adjust schedules and tasks to meet the sometimes-conflicting interests of all parties, and showing resilience to meet unplanned demands. Candidates who have experience performing activities across an academic institution or matrix organization, emphasizing on partnership and collaboration will thrive in this role.
To be considered for this position, please include a cover letter with your application.
1.
Executive Assistance for the Dean and AD/F&A:
- Manages the Dean’s and AD/F&A’s calendars and meeting documentation, handles incoming and outgoing requests in a timely and professional manner (including highly sensitive topics), and manages needs of members on external boards and committees.
- Provides administrative support to Councils and Committees led by the Dean.
- Guides the Dean’s Office Liaisons (Dean/Associate Deans) and Chairs to establish, implement and maintain best practices for SPH Councils and Standing Committees, which are underpinned by the SPH Bylaws and CEPH accreditation Standards.
- Manages and organizes School-wide events including All-School Meetings, celebrations, trainings and other meetings.
- Develops, manages and maintains confidential files for the Dean, and Associate Dean, as appropriate.
- Makes local, state, national and international travel arrangements, submits and tracks reimbursement documents for the Dean.
- Performs financial reconciliation for the Dean’s and Associate Dean’s OHSU procurement cards.
- Prepares materials (briefs, memos, communications, presentations, data analyses, etc.) for the Dean and Associate Dean with a high level of sophistication commensurate with an academic environment.
- Prepares, proofs and edits individual correspondence for internal and external recipients, which regularly include sensitive and confidential material.
- Reviews, assesses, routes, and monitors action steps needed for materials and correspondence.
2.
Coordinator to the Dean & Dean’s Leadership Team (DLT)
- Serves as a confidant and sounding board for the Dean and DLT, emphasizing partnership and collaboration.
- Collaborates with the Dean and DLT to establish weekly/monthly priorities essential to ensuring the smooth functioning and operations of the SPH.
- Exercise sound judgment in identifying and resolving challenges by coordinating resources, communicating with key stakeholders, and executing a plan of action on matters that require the DLT’s attention.
- Efficiently connects and assists workstreams and deliverables for regular business operations and strategic projects.
- Co-leads (with Dean) weekly meetings for the DLT: develop efficient/effective agendas, track action items and ensure follow through to completion.
- Designs, delivers and contributes to DLT retreats.
- Provides administrative support for recruitment activities. Serves as search committee member for recruitments as directed by the Dean and Associate Dean.
- Serves as SPH liaison to other university senior administrators and support staff, and executive units at OHSU and PSU, representing the SPH with the highest level of proficiency and integrity.
- Supports Dean and DLT to manage, assist, and/or coordinate ongoing CEPH accreditation requirements, as requested by the Dean and DLT.
3.
Dean’s Office Operations:
- Paces the daily operations of the Dean’s Office to ensure optimum performance of all parties.
- Mentors Executive Specialists and DLT members regarding optimizing administrative best practices and work flows of executive assisting, event/project management and committee support.
- Serves as a resource for complex operational and process improvement (across OHSU and PSU), while concurrently seeing the ‘big picture’ and managing details with precision.
- Collaborates with and serves as a communication link between the Dean’s Leadership Team and the Communications, Marketing & Outreach Manager and Web Developer.
- Liaises with SPH Reception team to ensure efficient and effective workflow and support for administrative staff, reception staff, and the SPH as a whole. Acts as a resource for internal and external stakeholders: problem-solve and direct enquiries.
- Responds to email and phone inquiries about the OHSU-PSU SPH programs, services, processes and procedures.
- Bachelor’s degree AND
- Two (2) years of administrative office experience; OR
- four (4) years of administrative office experience.
This position is Monday – Friday between the hours of 8:00am – 5:00pm, located in the Vanport Building (downtown Portland). Onsite work is a requirement of the position with part-time telecommuting options. There may be occasional after-hours work and weekend events, and there may be occasional need to travel to meetings at OHSU Marquam Hill and South Waterfront locations.
Generous Benefits Package Including:
- Comprehensive health care plans. Covered 100% for full-time employees and 88% for dependents
- $25K of term life insurance provided at no cost to the employee
- Two separate above market pension plans to choose from
- Paid time off- 208 hours per year (full-time), prorated for part-time
- Extended illness bank- 64 hours per year, prorated for part-time
- 9 paid holidays per year
- Three weeks of paid parental leave
- Adoption assistance program (up to 5k)
- Substantial Tri-met and C-Tran discounts
- Tuition Reimbursement
- Innovative 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.
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
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