Oregon Health & Science University · 1 hour ago
Administrative Assistant
Portland, OR
Full-time
Onsite
Entry Level
1+ years expOregon Health & Science University is Oregon’s only public academic health center, providing a wide range of health services and education. The Administrative Assistant will support the Environmental Services Department by managing office operations, processing new hire paperwork, and maintaining the accuracy of the KRONOS database.
EducationHealth CareUniversities
Responsibilities
Uses Oracle to locate potential EVS employees and schedules them for interviews using outlook. Follows new hire procedures for onboarding employees and works with the HR department to troubleshoot issues. Creates new employee files, schedules New Employee Orientation and reports on current hiring status to the director and manager of EVS
Processes all new hire/ rehire/termination paperwork. Departmental network and phone contact to problem solve and research regarding employees on medical leave, FMLA,OFLA & Workers Comp
Maintains accuracy of the KRONOS database in accordance with OHSU, departmental, and AFSCME regulations. Processes requested corrections and adjustments, closes payroll system within established time frames, trains new employees in use of system and problem solves and researches. Answers employee questions regarding issues and policies associated with timekeeping
Provides information and assistance by responding to calls regarding EVS/cleaning of the Hospital and Clinics. Provides information about services available within the department, Receives incoming calls and routes calls to appropriate staff. Assists with dispatching housekeepers where needed. Multi phone lines (heavy call volume). Extensive communication with Human Resources and Hospital Payroll Department. Familiar with numerous guidelines, instructions, regulations, manuals and procedures.Must work with multiple supervisors on multiple shifts
Serves as Administrative Assistant to Director/ Manager by word processesing various correspondence, reports, minutes, memos and other information. May have authority to sign documents and/or correspondence on behalf of manager, greets visitors, screens calls, makes referrals as appropriate, answers questions requiring research and technical knowledge, receives and reviews incoming mail and requests for information, responds to items not requiring supervisory review of resolution, initiates follow-up letters or memos, organizes and maintains confidential HR filing system and general files as well, maintains calendar and schedules appointments and conferences, tracks employee attendance, makes travel arrangements, arrange schedule of visits, makes reservations, notifies organizations to be visited, complete travel vouchers, expense claims and reports. Coordinates moves, installs and repairs
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
Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience
Smooth & efficient operations of general office operations, Development and maintenance of general filing system, customer service oriented verbal and written communication, communication with managers, supervisors and coordinators, following established procedures and verbal instructions
Preferred
MS Office, OHSU standard desktop applications, knowledge and experience in developing and revising spreadsheets
Experience as timekeeper preferred (large group of 260+ employees) including knowledge specific to tracking FMLA/OFLA, WC in Kronos, and experience in transfer of hours to another org specific to project work
Must also understand EPIC software as information is pulled weekly, analyzed, interpreted and put into spreadsheets
Database management prefer experience with Windows and MS Office, current Email system, KRONOS and Oracle, including Discoverer Oracle, EPIC software knowledge is also needed
Benefits
Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
Two separate above market pension plans to choose from
Vacation- up to 200 hours per year depending on length of service
Sick Leave- up to 96 hours per year
8 paid holidays per year
Substantial Tri-met and C-Tran discounts
Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)
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
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