Administrative Assistant

Facilities Administrative Assistant

This position will assist a highly functioning Facilities department by assisting with administrative work to ensure a smooth flow of services and operations. This will be achieved through excellent organizational skills, attention to detail, timely communication, strong independent judgement, and a high level of professionalism.

The Admin Assistant position supports the Associate VP of Facilities and the 8 Director level managers that report to the Associate VP. Assists the Facilities Administrative Coordinator Pool with their tasks as needed. They will assist with processes in support of all Facilities departments; projects and assistance duties assigned as needed by department Associate VP, Directors, Managers, and Administrative Manager.

Role must be action oriented in application of project management, with skilled planning, organizing, and attention to detail. This position emphasizes advanced technical knowledge and attention to detail and assists with administrative work or activities to ensure a smooth flow of services and operations in Campus Services.

Function / Duties of Position

• Manager Level Support

Assists Facilities Managers and Administrative Coordinators needs by anticipating requests for information.

Supports all Facilities departments as directed by management, including processing Oracle requisitions and purchase orders according to policies and procedures, processes invoices for payment, processes departmental billing (IBS), assist with departmental budget and activity reports, performs Kronos timekeeper and backup timekeeper duties.

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.

Ability to resolve advanced customer service issues.

Excellent verbal and written communication skills.

Experience and knowledge of working with a diverse group of people with conflicting and urgent needs and ability to maintain a harmonious working relationship campus wide.

Intermediate skill level with MS Office Suite (Word, Excel, Outlook), Oracle, Data Warehouse / Discoverer.

Preferred Qualifications

High School Diploma or GED.

At least 2 years providing direct management support, including calendar management and travel arrangements.

At least 2 year project coordination experience.

At least 2 year experience participating on a project committee.

Extensive customer service skills in a high volume nature, specifically resolving customer service concerns.

Troubleshooting work order related issues.

Experienced Oracle user.

Advanced skill level with MS Office Suite (Word, Excel, Outlook).

Additional Details

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@.