Executive Specialist

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 [email protected].