Executive Administrative Assistant at Oregon Health & Science University – Portland, Oregon

Executive Administrative Assistant

US-OR-Portland

Requisition ID: 2026-38408
Position Category: Administrative/Office Support
Job Type: Unclassified Administrative
Position Type: Regular Full-Time
Posting Department: School of Dentistry, Academic Affairs
Posting Salary Range: $30.66 - $48.99, Commensurate with experience, education and internal equity
Posting FTE: 1.00
Posting Schedule: Monday - Friday
Posting Hours: 8:00am - 5:00pm
HR Mission: Academics
Drug Testable: No

Department Overview

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. We strive to foster an environment of mutual respect where the free exchange of ideas can flourish. The dental school prepares graduates in general dentistry and the dental specialties to deliver compassionate and ethical oro-facial health care.

Function/Duties of Position

The Executive Administrative Assistant provides comprehensive administrative oversight for academic operations, faculty affairs, student records, accreditation documentation, and institutional reporting within the School of Dentistry. Ensures regulatory compliance, data integrity, and operational continuity across academic programs, committees, and institutional systems. Serves as a central coordination point for faculty appointments, student documentation, CODA reporting, course scheduling, and school-wide events.

Required Qualifications

• Bachelor's degree and two years of experience leading projects OR
• Associate's degree and three years of experience leading projects OR
• Equivalent combination of education, training, and experience
• At least three years of administrative support experience supporting a team of 10 or more
• Demonstrates exceptional verbal and written communication skills, including advanced proficiency in academic and business writing (e.g., manuscript preparation)
• Consistently produces clear, precise documents with meticulous attention to grammar, punctuation, and syntax
• Exhibits a professional, courteous, and high-energy demeanor with a strong commitment to service in support of the School of Dentistry's mission
• Maintains proficiency in technology platforms and software applications, including Outlook, Word, Access, Excel, PowerPoint, web-based tools, social media platforms, and emerging technologies that support executive functions
• Demonstrates the ability to think strategically while managing operational details with complete accuracy, including complex scheduling, travel coordination, meeting logistics, and daily administrative operations
• Works independently with sound judgment and proactively anticipates the Dean's needs in preparation for meetings, initiatives, and projects
• Establishes and maintains executive-level business office operations and workflows
• Operates effectively within an academic partnership environment, supporting collaborative engagement across institutional partners and external stakeholders
• Possesses, or rapidly acquires, the knowledge, skills, and abilities necessary to function effectively within a large academic health sciences center

Preferred Qualifications

• Bachelor's degree
• Demonstrated experience in academic administration or higher education operations
• Advanced proficiency in technology platforms, software applications, and enterprise record systems
• Familiarity with CODA standards and reporting requirements
• Experience managing faculty credentialing and student academic records