This position supports the Knight Prostate Cancer Research Program, which is a leader in Prostate Cancer clinical and translational research in the OHSU Knight Cancer Institute . The Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable.
Function/Duties of Position
This position provides strong administrative support, primarily for the OHSU Knight Prostate Cancer Research Program's Clinical Manager, and also the Director, other faculty, and the Program. The successful candidate will demonstrate critical thinking, attention to detail in a fluid environment, thoroughness, organization, and commitment to providing excellent customer service and high-quality work.
Assisting Clinical Research Manager with duties which may include: processing various types of reimbursements, scanning/filing/retrieving documents, running reports, and data entry as needed. Assists with monitoring/organizing of office supply inventory and cabinet
Responsible for maintaining several calendars with accuracy and attention to detail
Greeting and escorting meeting attendees
Monitoring meeting start/end times to facilitate punctuality, arranging itineraries for visits, making reservations and notifying organizations to be visited
Managing travel arrangements Supporting Administrative Coordinator and staff in coordination of the annual Pacific NW Prostate Cancer Conference
Serves as an assistant to the Clinical Research Manager, Program Director, and other faculty Duties include: word processing for a variety of correspondence including reports, letters, memos, presentations and/or other information as needed. In addition, entering CV information, maintaining NIH bibliographies, managing credentialing and professional membership organizations' applications/renewals. Responsible for organizing and maintaining filing systems, as needed.
Providing administrative support for the Prostate Cancer Research Program Clincal Research Manager, Program Director, and other faculty, and staff.
Manuscript, abstract, and poster preparation and submission. Serving as network support for OHSU computer and telephone system.
Managing weekly seminars, including working with external collaborators/internal researchers to assess program topics/interest, determine AV needs, submit video conference paperwork if needed, reserve conference rooms, distribute seminar notifications, post on Knight blog, send calendar appointments and coordinate documentation, filing and set-up needs.
Other duties as assigned by Program Director or Clinical Research Manager, with flexibility to adapt to needs as they arise.
Education and experience requirements:
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
Types of experience required:
Experience in an administrative support role for executive-level management
Experience with coordinating travel arrangements and processing travel reimbursements
Experience taking meeting minutes
Experience with high volume scheduling and complex calendaring for multiple professionals simultaneously
Key competencies required:
Ability to prioritize multiple tasks at one time
Excellent communication, analytical and organizational skills: both written and verbal
Ability to work independently and as part of a team while being collaborative in resolving problems
Intermediate level skills with MS Office (Word, Excel, Outlook, PowerPoint).Typing 60wpm
Skilled in word processing, document development/graphics and database tasks
Excellent customer service skills both on the phone and in person
Energy and drive to coordinate multiple projects simultaneously
Ability to use tact and diplomacy to maintain effective working relationships
Self-motivated, efficient and organized work habits and flexibility to handle needs as they arise
Excellent critical thinking and problem solving skills.
Record of reliable attendance, punctuality and proven successful performance at past and present employers
Knowledge and experience with computers and network systems including troubleshooting technical problems
Detail-oriented and highly accurate
Demonstrated skills with generating reports, composing, editing, proofing, and formatting materials.
Must be able to perform the essential functions of the position with or without accommodation
Experience with event coordination, catering, lectures, scheduling systems, and meeting/greeting visitors, affiliates, and high level participants
Experience with grant, manuscript, abstract or poster processes including knowledge of various submission systems
Knowledge of Adobe Acrobat form development
Knowledge of Oracle software
Knowledge of Outlook email and calendar functions
Knowledge of EndNote
Knowledge of grant, general ledger, philanthropy accounting structure and systems
Please submit a resume and cover letter for your application to be considered.
All OHSU employees are required to be fully vaccinated against COVID-19. Fully vaccinated means you have received both doses of a two-dose, or one dose of a single-dose, FDA- or WHO-authorized COVID-19 vaccine and at least 14 days have passed since your final dose of COVID-19 vaccine. If you apply for and are offered a position, you must be fully vaccinated prior to starting work.
If the position you are offered does not require direct, in-person patient care contact, you may request an exception to the vaccine policy for medical or religious reasons. OHSU uses very narrow criteria under the law to allow an exception and very few requests are being approved.
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 firstname.lastname@example.org. As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm