Oregon Health & Science University · 15 hours ago
Administrative Assistant
Portland, OR
Full-time
Hybrid
Entry Level
$23/hr - $31/hr
1+ years expOregon Health & Science University is a leading institution recognized for its cardiovascular clinical care and research. The Administrative Assistant will provide essential administrative support to the Knight Cardiovascular Institute faculty, including managing calendars, preparing financial documents, and coordinating events.
EducationHealth CareUniversities
Responsibilities
Serves as administrative support to Knight Cardiovascular Institute faculty members which includes managing Outlook calendars, typing a variety of correspondence
Opens and distributes mail; orders lab coats and business cards; answers phones and provides information/direct calls, faxes
Orders office supplies, phone, computer and printer support
Organizes and maintains filing systems as appropriate
Participates in event coverage as needed including booking conference rooms, ordering catering and setup/clean up
Arranges meetings by request of faculty or manager using Outlook
Maintains call calendars and schedules for clinical duties as appropriate
Responsible for preparing, submitting, tracking and reconciling a variety of financial/accounting documents such as purchase orders, disbursement requests, one time payments, travel reimbursements, deposits as well as ordering/requisitioning limited to 5K lab supplies
Responsible for purchasing and receiving activity
Prepares, modifies, and forwards for approval all Oracle purchase requisitions
Electronically receives and closes out purchase orders within 90 days of creation
Communication with scheduling team about updating/blocking clinic and/or lab schedules for upcoming vacations, clinic swaps, etc
Assists with visitor and volunteers for KCVI, this includes coordinating with the SoM, office international affairs and faculty to set up non OHSU student interns, visiting scientists and other non-employee volunteers
Support KCVI administrators and managers on short-term projects as needed
Back up support for administrative team and KCVI Administrative Manager as needed
Communication short term and long term projects; responsible for preparing, submitting, tracking, scheduling, planning, and onboarding
This may include vacation coverage, work overflow management and special projects as assigned
IT: phone, computer or laptop, long distance code, Xdrive access, mobile, surplus, pager, SPOK, universal CARS (additional CARS submitted by hiring manager)
Space: furniture, office supplies, heat jack for phone, key order
Admin: lab coat, surplus, scrubs, copier access, business card, mail box, photo headshot request send to EdComm
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
Demonstrated competency with Microsoft Word, Excel, Powerpoint and Outlook
Typing 45 WPM
Experience with scheduling appointments and complex calendaring
Experience with event coordination, catering, lectures, and meeting/greeting visitors, and affiliates
Proficient in Oracle or a similar ordering system, including experience with creating requisitions and receiving
Must be detail oriented, self-motivated and able to problem solve
Must have excellent interpersonal and public relations skills
Must possess strong organizational skills, must be flexible, creative, with demonstrated professional customer service skills/experience both over the phone and in person
Requires multi-tasking prioritizing to stay organized with multiple interruptions
Skill at taking meeting minutes and composing, editing, proofing, and copying written materials
Ability to perform the job duties with or without accommodation
Preferred
Bachelor's degree preferred
Experience with Oracle's iProcurement system preferred
Company
Oregon Health & Science University
OHSU is a health and research university provides patient care, research, education of the next generation of health care.
10001+ employees
H1B Sponsorship
Oregon Health & Science University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (136)
2024 (132)
2023 (121)
2022 (132)
2021 (109)
2020 (103)
Funding
Current Stage
Late StageTotal Funding
$36.6MKey Investors
U.S. Small Business AdministrationNational Institute of Allergy and Infectious DiseasesHyundai Hope On Wheels
2024-09-25Grant
2022-11-21Grant· $4.7M
2022-09-27Grant· $0.3M
Leadership Team
Tarek Salaway
Chief Executive Officer, OHSU Health
Lawrence Furnstahl
Executive Vice President & Chief Financial Officer
Recent News
News-Medical.Net
2026-01-16
Company data provided by crunchbase