Executive Specialist

Department Overview

The Department of Medicine (DoM) at OHSU is comprised of a diverse community of faculty, staff, clinicians, researchers, educators, and learners dedicated to advancing patient care, education, and research across eleven divisions.

The Executive Specialist provides confidential executive and administrative support to the Department of Medicine Chair’s Office, serving as a communications liaison, Promotion & Tenure Coordinator, and initial point of contact for new projects and requests.

This role independently manages complex administrative functions, facilitates communication and follow-through on leadership decisions, and supports departmental operations while adapting to changing priorities in alignment with the Department’s mission, vision, and values.

Function/Duties of Position

1) Provides Administrative Support to DoM’s Vice Chairs (VC) and Associate Vice Chairs

• General administrative support for the VC and AVC of Administration (VCA and AVCA), and VC of Clinical Programs.
• Is the primary contact for VCA and AVCA scheduling. Support VC of Clinical Programs for specific scheduling needs related to the VC role.
• General support includes scheduling meetings, candidate interview planning and support, travel arrangements, routing contracts, meeting preparation, meals and other meeting or gathering coordination, and preparation and distribution of materials for meetings.
• Special projects as assigned, including work with surveys, input of information into spreadsheets, and assistance with yearly review processes. May include other projects as needed.

2) Promotion & Tenure (P&T) Coordinator for the Department of Medicine

• Works closely with the DoM P&T Committee Chair, and DoM P&T Committee members as the main administrative contact for the process.
• Facilitates the gathering of all necessary information for the review process, including connecting with Division Heads, faculty under consideration for promotion/tenure, and both internal and external reviewers.
• Acts as the main point of contact and OHSU representative for reviewers at internal & external facilities, ensuring submissions comply with policies & procedures.
• Works closely with the School of Medicine (SoM) P&T contact to ensure all information is submitted accurately and timely.  Maintains tracking system to ensure all necessary parties involved can check the status of each candidate’s portfolio.

3) Supports Office of the Department Chair

• Provide administrative support for the DoM with an emphasis on customer service. Manages the departmental email, internal and external websites, and correspondence as necessary.
• Acts as the front line of the DoM Administration Office for general inquiries, campus mail and serves as the departmental ITG liaison, troubleshoot all technical errors, and space Primary coordinating contact for iExpense reimbursements and travel reimbursements for relevant parties within the DoM.
• Acts as the department representative in the OHSU Communicators Group, OHSU Marketing Group, and OHSU ITC Group.
• Takes and distributes notes for monthly departmental meetings: DoM Executive Committee and DoM Administrative Leadership.

4) Program Coordination

• Division Head and higher-level recruitment
  • Coordinate interview logistics, travel arrangements, and group meals. Serve as departmental contact for in-person visits. When an outside recruiter is involved, will be coordinating contact for the Department.
• Space Moves
  • Assist Chair’s Office in planning and coordination of departmental space moves. Coordinate and attend meetings, physically assess spaces, and contribute to and organize documentation.
• Event Planning
  • Coordinates departmental events (holiday parties, coffee meet-ups, etc.) by finding and booking venues, coordinating food and drink, distributing event information to the department.
• Ad Hoc Project Management Support
  • Will be asked to support new Department-level projects on an as-needed basis. These projects may encompass financial, clinical, HR, and other administrative duties that require the upmost discretion, attention to detail, and professional tone.
  • At times, may be asked to represent the Department for various projects, workgroups and committees due to project management involvement.

5) Special project and duties as assigned 

Required Qualifications

Education

• Four Years of secretarial or executive assistant experience; OR
• An Associates Degree or certificate in office occupations or office technology AND 3 years of secretarial or executive assistant experience; OR
• A Bachelors Degree and 2 years of secretarial or executive assistant experience; OR
• An equivalent combination of training and experience

Competencies

• Past experience and current working knowledge of a wide range of administrative and technical responsibilities.
• Detail oriented, self-motivated, able to problem solve. Quick learner with strong work ethic.
• Strong organizational skills with proven strategic planning techniques and the ability to work efficiently.
• Flexible, creative, with demonstrated professional customer service skills/experience both over the phone and in person.
• Excellent computer skills (including Microsoft Suite)
• Experience with managing a program with minimal guidance.

Preferred Qualifications

Education

• Bachelors Degree and a minimum of 2 years of executive assistant experience

Experience

• Experience in an academic medical office setting

Competencies

• Experience/Knowledge with Promotion & Tenure
• Leadership/management training preferred
• Graphic and website design experience

Additional Details

Working Conditions

• In office, with hybrid/telework opportunities considered according to performance and needs of the department 

Physical Demands

• Must be able to use a computer for up to 4 consecutive hours
• Lift/move items up to 20lbs
• Must be able to navigate around campus for tours and ad hoc projects

Why apply to OHSU?

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