Job Description

Department Overview

The 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 Position

Administrative Support

• Coordinate annual performance appraisal process
• Support the new hire process by facilitating access requests new hire paperwork and ensuring all information is complete in employee file and OHSU information systems
• Maintain employee files
• Monitor corporate compliance and update HR information systems
• Process HR actions
• Provide standard reports to unit managers and respond to requests for information
• Act as liaison with other areas including HR, payroll and ITG
• Pick up and distribute paychecks
• Provide other administrative support as requested by unit managers

Time and Attendance

• Assist manager to ensure accurate time and attendance records of staff
• Work with NRM to ensure time and attendance corrections are received
• Process historical adjustments, special check requests, overpayment adjustments and CNI paymentsProvide time and attendance management reports to unit managers for review

Unit Staffing and Scheduling

• Enter unit schedule into scheduling system as directed by unit manager
• Provide training and support for unit schedulers
• Review and post final schedule in the scheduling system and on the unit
• Print and distribute daily assignment sheets
• Archive schedules and daily assignment sheets
• Process schedule changes in the scheduling system
• Ensure vacations are entered into the scheduling system per unit protocol

Other duties as assigned by manager

Required 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 accommodation

Preferred Qualifications

• Bachelor’s degree and one year of general office or secretarial experience;

• Experience with the Kronos timekeeping and scheduling system

Additional Details

Benefits:

• Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
• Two separate above market pension plans to choose from
• Vacation- up to 200 hours per year depending on length of service
• Sick Leave- up to 96 hours per year
• 8 paid holidays per year
• Substantial Tri-met and C-Tran discounts
• Additional 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