OHSU School of Dentistry · 19 hours ago
Administrative Assistant
US-OR-Portland
Full-time
Onsite
Entry Level
$23.63/hr - $31.98/hr
1+ years expOHSU School of Dentistry is Oregon’s only public academic health center, offering a range of healthcare services. The Administrative Assistant provides essential administrative and secretarial support to the Environmental Services Department, overseeing office operations and assisting with employee onboarding and timekeeping tasks.
Higher Education
Responsibilities
Uses Oracle to locate potential EVS employees and schedules them for interviews using outlook. Follows new hire procedures for onboarding employees and works with the HR department to troubleshoot issues. Creates new employee files, schedules New Employee Orientation and reports on current hiring status to the director and manager of EVS
Processes all new hire/ rehire/termination paperwork. Departmental network and phone contact to problem solve and research regarding employees on medical leave, FMLA,OFLA & Workers Comp
Maintains accuracy of the KRONOS database in accordance with OHSU, departmental, and AFSCME regulations. Processes requested corrections and adjustments, closes payroll system within established time frames, trains new employees in use of system and problem solves and researches. Answers employee questions regarding issues and policies associated with timekeeping
Provides information and assistance by responding to calls regarding EVS/cleaning of the Hospital and Clinics. Provides information about services available within the department, Receives incoming calls and routes calls to appropriate staff. Assists with dispatching housekeepers where needed. Multi phone lines (heavy call volume). Extensive communication with Human Resources and Hospital Payroll Department. Familiar with numerous guidelines, instructions, regulations, manuals and procedures.Must work with multiple supervisors on multiple shifts
Serves as Administrative Assistant to Director/ Manager by word processessing various correspondence, reports, minutes, memos and other information. May have authority to sign documents and/or correspondence on behalf of manager, greets visitors, screens calls, makes referrals as appropriate, answers questions requiring research and technical knowledge, receives and reviews incoming mail and requests for information, responds to items not requiring supervisory review of resolution, initiates follow-up letters or memos, organizes and maintains confidential HR filing system and general files as well, maintains calendar and schedules appointments and conferences, tracks employee attendance, makes travel arrangements, arrange schedule of visits, makes reservations, notifies organizations to be visited, complete travel vouchers, expense claims and reports. Coordinates moves, installs and repairs
Other duties and responsibilities as assigned
Qualification
Required
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
Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience
Smooth & efficient operations of general office operations
Development and maintenance of general filing system
Customer service oriented verbal and written communication
Communication with managers, supervisors and coordinators
Following established procedures and verbal instructions
MS Office, OHSU standard desktop applications, knowledge and experience in developing and revising spreadsheets
Must also understand EPIC software as information is pulled weekly, analyzed, interpreted and put into spreadsheets
Busy environment with a lot of interruptions, multiple demands and people interactions
Office setting is a close environment with noise and frequent interruptions
Must be able to handle multiple priorities
95% desk work with use of computers and phones
Ability to communicate clearly with a diverse group to meet hospital goals while managing multiple priorities
Occasional light lifting up to 35 lbs
Preferred
Experience as timekeeper preferred (large group of 260+ employees) including knowledge specific to tracking FMLA/OFLA, WC in Kronos, and experience in transfer of hours to another org specific to project work
Database management prefer experience with Windows and MS Office, current Email system, KRONOS and Oracle, including Discoverer Oracle, EPIC software knowledge is also needed
Company
OHSU School of Dentistry
The School of Dentistry shares the mission of the Oregon Health & Science University to provide educational programs, basic and clinical research, and high-quality care and community programs.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase