Edtech.com's Summary

Oregon Health & Science University is hiring an Executive Specialist. This role involves providing confidential administrative support to the Division Head of Endocrinology, Diabetes, and Clinical Nutrition, including coordinating communications, scheduling, and research activities. The Executive Specialist will also facilitate meetings and assist with grant writing and database management, ensuring all administrative tasks are efficiently executed.

Highlights

Coordinate Division Head's calendar, faculty evaluations, and lecture support.
Provide support in maintaining CVs, Biosketches, and creating presentation materials.
Primary contact for expense reimbursements and travel arrangements.
Assist with research meeting coordination and research profile updates.
Support grant writing, including application review and form preparation.
Ensure competency and certifications are current.
Maintain team databases and serve as a vendor contact.
Salary range: $30.84 - $41.74 per hour.
Qualifications: Secretarial or executive assistant experience required; Bachelor's degree preferred.

Executive Specialist Full Description

Department Overview:

The Division of Endocrinology Diabetes and Clinical Nutrition includes patient care, research, education, and administration. Our division contributes to the OHSU mission, which is to strive for excellence in education, research and scholarship, clinical practice and community service. The Executive Specialist provides confidential administrative support and performs or coordinates general administrative work for the Division Head. The position will provide a range of functions within the Divisions Administration office, including executive level support, acting as a communications liaison for the Division Head by maintaining both internal and external communications, and assists with the development of both informal and formal communication updates to our and division members, and to those in the communities being served by OHSU and the division. The Executive Specialist will also help coordinate efforts with Division Heads research team to coordinate research meetings, update CV and Biosketch other administrative research related tasks. Function/Duties of Position:

Key Responsibilities & Performance Standards

Supports Office of the Division Head
Coordinates Department Head’s calendar/schedule and provide support for all lectures, letters of reference/support
faculty evaluations, and various requests/documents that come to the attention of the Division Head.
Updates and maintains Division Heads CV, Biosketches, proofreads, helps prepare slides, design graphics/charts for presentations, Drafts and/or provides feedback on design/creation of specific documents and workflow´s.
Primary contact for iExpense reimbursements and travel reimbursements for Division Head.
Scheduled all meetings for Division Head and keeps records of the discussions. Arrange for students/med students/visiting scholars.
Maintain Team database: contact lists, equipment lists.
Serve as main contact for vendors
Assists admin. team as needed during periods of transition and high-volume workload.
Collaborates with Program Technician and or Admin Coordinator to maintain Research Website and back up for Division/Clinic website
Research related support to Division Head and Research Project Manager
Keep track of internal and external communications and deadlines for funding opportunities, training opportunities, and important updates to clinical research
Help with progress reports as needed for external sponsors and internal projects
Updating other research profile management
Assist with building and launching a Clinical Trials Academy
Actively maintains competency and relevant certification.
Ensures that team certifications and trainings are up to date
Help to organize research-related meetings with both international and national attendees
Ensures proper handling/distribution of manuscripts (PubMed Central)
May assist with creating drafts responses to sponsors, programs and external agencies when needed to support project team or inform/enforce departmental or institutional policy.
Collaborates with Research Project Manager in ensuring project deliverables are met within the timeline and budget for current initiatives
Collaborates with Research Project Manager in identifying success factors and measurements for projects to ensure projects are delivered within scope and within budget.
Support database development, quality control, and cleaning.
Assists with Grant Writing/Development: Review application requirements and create checklists, prepare administrative forms for application (forms F), Create infographics/tables

Other duties as assigned

Required Qualifications:

Four years of secretarial or executive assistant experience; OR
An Associate’s degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience; OR
A Bachelor’s degree and two years of secretarial or executive assistant experience; OR
An equivalent combination of training and experience.

Preferred Qualifications:

A bachelor’s degree and a minimum of 2 years of executive assistant experience
Preferably experience in an academic medical office setting and medical research office setting
Experience with managing/coordinating a Continuing Medical Education (CME) or similar program
Leadership/management training preferred

Additional Details:
Monday through Friday, office hours (7-5, flexible start/stop times). In person with the possibility of telework.
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.

Original Job Description

Department Overview:

Key Responsibilities & Performance Standards

Supports Office of the Division Head
Coordinates Department Head’s calendar/schedule and provide support for all lectures, letters of reference/support
faculty evaluations, and various requests/documents that come to the attention of the Division Head.
Updates and maintains Division Heads CV, Biosketches, proofreads, helps prepare slides, design graphics/charts for presentations, Drafts and/or provides feedback on design/creation of specific documents and workflow´s.
Primary contact for iExpense reimbursements and travel reimbursements for Division Head.
Scheduled all meetings for Division Head and keeps records of the discussions. Arrange for students/med students/visiting scholars.
Maintain Team database: contact lists, equipment lists.
Serve as main contact for vendors
Assists admin. team as needed during periods of transition and high-volume workload.
Collaborates with Program Technician and or Admin Coordinator to maintain Research Website and back up for Division/Clinic website
Research related support to Division Head and Research Project Manager
Keep track of internal and external communications and deadlines for funding opportunities, training opportunities, and important updates to clinical research
Help with progress reports as needed for external sponsors and internal projects
Updating other research profile management
Assist with building and launching a Clinical Trials Academy
Actively maintains competency and relevant certification.
Ensures that team certifications and trainings are up to date
Help to organize research-related meetings with both international and national attendees
Ensures proper handling/distribution of manuscripts (PubMed Central)
May assist with creating drafts responses to sponsors, programs and external agencies when needed to support project team or inform/enforce departmental or institutional policy.
Collaborates with Research Project Manager in ensuring project deliverables are met within the timeline and budget for current initiatives
Collaborates with Research Project Manager in identifying success factors and measurements for projects to ensure projects are delivered within scope and within budget.
Support database development, quality control, and cleaning.
Assists with Grant Writing/Development: Review application requirements and create checklists, prepare administrative forms for application (forms F), Create infographics/tables

Other duties as assigned

Required Qualifications:

Four years of secretarial or executive assistant experience; OR
An Associate’s degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience; OR
A Bachelor’s degree and two years of secretarial or executive assistant experience; OR
An equivalent combination of training and experience.

Preferred Qualifications:

A bachelor’s degree and a minimum of 2 years of executive assistant experience
Preferably experience in an academic medical office setting and medical research office setting
Experience with managing/coordinating a Continuing Medical Education (CME) or similar program
Leadership/management training preferred

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