Executive Assistant to the Oregon Perinatal Collaborative at Oregon Health & Science University – Portland, Oregon

Executive Assistant to the Oregon Perinatal Collaborative

US-OR-Portland

Requisition ID: 2026-37574
Position Category: Administrative/Office Support
Job Type: Unclassified Administrative
Position Type: Regular Full-Time
Posting Department: Obstetrics and Gynecology
Posting Salary Range: Commensurate with experience, education and internal equity
Posting FTE: 1.00
HR Mission: School of Medicine
Drug Testable: No

Department Overview

This position serves as the Executive Assistant to the Oregon Perinatal Collaborative (OPC). The OPC is Oregon's only program focused on developing statewide Quality Improvement initiatives to improve the health of mothers and babies during this critical period of time prior, during and after birth. The collaborative works closely with many stakeholders across the state including, but not limited to, hospitals, health systems, clinics, public health and community based providers and organizations. This position is a critical member of a small team that impacts birth outcomes statewide. The position interacts frequently with sensitive information and quality data, involves a wide range of responsibilities and requires independent decision-making and exceptional organizational and interpersonal skills. The position requires prioritization of workload and the ability to manage multiple projects, deadlines and daily office operations. Strong multi-tasking skills and attention to detail are integral.

Function/Duties of Position

• Provides executive administrative oversight in support of the OPC.
• Manages complex scheduling priorities and coordinates day-to-day activities for OPC. Advises on commitments and obligations. Obtains conference room reservations and/or virtual meeting links, determines A/V needs, crowd-sources agenda items, and provides presentation assistance.
• Composes and/or drafts and edits a variety of OPC communications and documents, correspondence, meeting agendas, PowerPoint presentations, reports, proposals, and others. Manages documentation and signatures in support of the OPC. Attends meetings as directed, recording proceedings and taking minutes, as appropriate.
• Processes expense invoices, reconciliations, reimbursements, honorariums and disbursement requests, including those directed from grant funding sources.
• Develops and maintains an accurate and efficient electronic filing system for correspondence, projects, and administrative activities, via OneDrive, X-drive, and other systems as needed.
• Organizes all aspects of travel arrangements and processes corresponding reimbursement requests in a timely fashion.
• Manages the office of the OPC, including facilitating technology needs, ordering supplies and equipment.
• Coordinates conferences and special events, including arranging travel, lodging, catering, reservations, and A/V needs. Prepares, coordinates, and communicates guest itineraries. Coordinates the marketing of events, including creating announcements, posters, flyers, programs and web content
• Develops and maintains relationships with administrative staff, faculty and leadership within the Department of Ob/Gyn, throughout OHSU, and external organizations, as necessary for the successful support of the OPC and the Department's mission and goals.
• Provides project coordination in support of the OPC core team.
• Responsible for organizing and implementing key aspects of the project as identified by the team, identifies key stakeholders, determines the scope and steps to complete implementation, verifies communication needs to ensure engagement throughout project lifecycle, utilizes necessary resources, review existing methods and procedures, and modify as necessary to accomplish assignment, identify potential difficulties and determines means of lessening or avoiding them.
• Leads the development of tools to manage the implementation of various projects as outlined by leadership. This may include utilizing project management software to outline individual processes involved in each step and managing timelines and communication to assure timely completion of projects.
• Participate in training programs as needed to achieve and maintain proficiency in role-related skills and abilities.
• Leads and facilitates project meetings, develops action items and tracks completion of action items. Delivers, maintains, and stores project documents.
• Responsible for managing the line of communication on project deliverables, timelines, updates, outcomes, risks and budget. Informs interested groups and individuals of project progress, and that project output is appropriate. Engages others to join in a culture of collaboration and accountability for project deliverables.
• Monitors project status to ensure progress toward completion and required procedural steps are completed fully and timely, modifies project plan and coordinates changes with participants as necessary in response to unforeseen changes or unexpected developments, closes files upon project completion and reviews records to ensure documentation is appropriate and complete.
  
  

Required Qualifications

• Bachelor's degree
• 3 years of Administrative office experience and 2 years of lead, supervisory or management experience or 5 years of administrative office experience with demonstrated leadership or project management/coordination experience or equivalent combination of education, training and experience.

• Outstanding verbal and written communications skills with a diverse population. Ability to communicate effectively to multiple levels within the organization. Ability to establish effective working relationships with internal and external customers including faculty, department and institution leadership, and supporting organizations. Ability to communicate with tact and diplomacy in a variety of sensitive situations. Ability to maintain a high level of confidentiality and sensitivity. Outstanding customer service skills. Ability to work both in a team environment and/or independently as needed, handle multiple tasks, meet deadlines, stay organized, and remain calm under pressure. Ability to reprioritize as circumstances require and communicate impacts. Initiative and motivation to learn new skills with interest in career development. Ability to exercise independent judgment. Ability to adapt to dynamic changes in the professional environment. Ability to conduct self in a positive and professional manner. Intermediate computer skills including Word, Access (database development), Excel (macros, pivot tables), PowerPoint, Outlook, and Adobe, and a willingness to learn and use OHSU software systems. Proficiency in office technologies, i.e. fax, phone, photo copier, scanner.

• Knowledge of basic accounting procedures.

Preferred Qualifications

• 10 years experience providing high level executive support or administrative support. Experience in a univeristy setting. Experience in a medical office.
• Advanced computer skills including Powerpoint, Word, Access (database development), Excel (macros, pivot tables); ability to create data reports in Epic and Cognos

Additional Details

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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@ohsu.edu.