Job Description

Department Overview

Doernbecher Children's Hospital (DCH) at Oregon Health & Science University (OHSU) is seeking a highly organized, detail-oriented Administrative Assistant to support our fast-paced, high-acuity Perioperative Services team. This is an exciting opportunity to contribute to a mission-driven environment dedicated to delivering exceptional care to pediatric patients and their families. About the Role as an Administrative Assistant, you will play a key role in supporting the daily operations of a complex surgical environment that operates 24/7. You will partner closely with clinical and operational leaders to ensure efficient coordination, communication, and administrative support across the department. About DCH Perioperative Services Located on the 8th floor of OHSU's Women and Children's Hospital, DCH Perioperative Services includes: 10 operating rooms 13 preoperative bays and 14 recovery bays 5-bed pediatric sedation unit Pediatric perfusion services Our team supports a full spectrum of surgical specialties including cardiac, neurosurgery, orthopedics, transplant, trauma, fetal surgery, and more caring for patients from neonates to young adults and adults with congenital conditions. As a Level 1 Trauma Center and Level 1 Pediatric Surgery Center, we provide care ranging from routine procedures to complex, life-threatening cases.

This Administrative Assistant role supports the functions of the Periopertive Services to ensure a smooth flow of services and operations for the department. The AA position requires an undertanding of hospital resources and processes and serves the following fuctions: coordinator of new employees to establish and standardize the onboarding and orientation period; holder of purchasing card and responsible for ordering supplies; support of general administrative duties including updating policies and documents, processing reimbursements through our Oracle system, and other department project support needs. To effectively support this department the AA must have strong organizational and computer skills, effective communication and customer service skills, as well as the ability to function independently under the direction of the supervisor. Helps maintains personnel files of staff. Use word processing, data base and spreadsheet software, including creating and maintaining charts, tables and presentations, with little to no direction.Assits with ansering calls and routing as needed.

Function/Duties of Position

General administrative tasks:

• Key and badge requests, order office supplies.
• Coordinate and arrange meetings including room reservation, e-mail communications and calendar invites to attendees, equipment set up.
• Print and distribute count sheets.
• Maintain department lists for disaster, department phone list.
• Surplus department equipment/misc items.
• Scan paperwork from the daily rosters and variance sheets for units and put on X drive for timekeepers.
• Scan Inservice staff sheets, other documents to the bridge.
• Ensure Count Sheets are current on shared drive.
• Order pick up of Chemo Waste from EHRS.
• Get D Elevator Access for new staff.
• Get VIP access.
• Restock employee lounges with non-cafeteria supplies.
• Create/maintain staff mailboxes.

• Ensure Count Sheets are current on shared drive.

• Order pick up of Chemo Waste from EHRS.

• Get D Elevator Access for new staff.

• Get VIP access.

• Restock employee lounges with non-cafeteria supplies.

• Create/maintain staff mailboxes

HR:

• Coordinate with hiring managers the scheduling of NEO and all requirements associated with NEO, department orientation, additional training, access requests for new employees. Provide information about OHSU resources to employees, including written information and contacts.
• Processes HRE and ePARS in accordance with established procedures as directed by manager team.

Oracle:

• Process iExpense reimbursements for staff and CE credit reimbursement.
• Manage P Card purchases and monthly reconciliations.
• Copy Center or Printing orders.
• Order forms and labels from Taylor Communications and monitor/ensure inventory levels meet needs, including linked forms that may need to be added or changed, obtain proofs and print.
• Maintain supply levels of the labels and wrist bands for units.

Completing administrative tasks to suport the work of Adult Perioperative Services managers, director, and staff. Manager Support:

• Locates assembles, and summarizes material, information, and data for administrative action.
• Schedules appointments and makes arrangements for meetings and special conferences including securing room reservations throughout the OHSU system.
• Maintains files of correspondence, reports, instructions, guidelines, and similar materials.
• Opens, scans or reads and distributes mail
• Initiates, process phone calls, fax, pages, and takes messages as requested.
• Gather and distribute essential information for the Perioperative leadership team.
• Receive, respond to, and distribute all incoming mail as appropriate.
• Takes minutes at meetings.
• Complete unit required chart audits for DNV compliance as requested by manager.
• All other duties as assigned by Adult Perioperative Director.

Other Duties as Assigned

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.

Preferred Qualifications

• Admin Assistant

• General knowledge of the functionality of EPIC

Additional Details

Work hours: 40 hrs/week, OT hours must be approved by manager prior to working them. 8 hour shifts.

Able to maintain focus in a sometimes noisy, busy work environment.

Able to speak English and communicate clearly and professionally to staff, customers, patients and clinicians.

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