Administrative Assistant

Department Overview

The Diagnostic Radiology Administrative Assistant performs a wide variety of secretarial, technical, and administrative related tasks in support of the School of Medicine Diagnostic Radiology Department. The duties of this position are in support of the mission, goals and objectives of the graduate medical education programs, Community Associate divisions and faculty committees of the Department of Diagnostic Radiology. The position will support the program activities of the Diagnostic Radiology residency and will include program and departmental correspondence, calendar and meeting scheduling, event coordination, trainee support, and other duties as assigned to support the growing program infrastructure.

Function/Duties of Position

Residency and Faculty Education Support

• Faculty Case Conferences
  • Responsible for scheduling the monthly conference and arranging lunch delivery and distribution.
• Resident Daily Lectures and Section Case Conferences
  • Corresponds with various section leaders for creating the schedule of daily lectures and section specific case conferences for resident education, while maintaining room availability and schedule in Qgenda.
• Grand Rounds
  • Help coordinate quarterly events for Grand Round lectures by visiting professors. Duties involve reserving hotel rooms, submitting travel and honorarium reimbursements, sending meeting invitations, scheduling the itinerary for the professor’s visit and being their guide on the day of the event updating the CME portal and attendance lists.

Committee Support

Diversity Equity and Inclusion and Belonging (DEI&B)

• Supports DEI&B Committee Chair by sending out communication to committee members regarding initiatives, DEI opportunities and committee events.
• Responsible for sending out meeting series invites and reminders, meeting agendas and maintain meeting minutes.
• Responsible for arranging and preparing committee events including sending out related communications and surveys, purchasing and pickup of meals, beverages and other food items, set-up and cleanup of classroom, etc.
• Prepare and submit reimbursements.

Gender Equality in Academic Radiology (GEAR)

• Supports GEAR Committee Chair and Co-Chairs with committee events and projects.
• Responsible for sending out communication to committee members, meeting series invites and reminders, meeting agendas and maintaining the meeting minutes.
• Responsible for arranging and preparing committee events including sending out related communications and surveys, purchasing and pickup of meals, beverages and other food items, set-up and cleanup of classroom, etc.
• Prepare and submit reimbursements.

Satisfactory Team for Employees and Patients (STEP)

• Supports STEP Committee Chair with data and applause-o-gram award distribution and prize coordination.
• Attends committee meetings, maintains meeting minutes and sends out meeting minutes to committee members.
• Serves as backup to committee chair when on vacation. Duties include assigning alert comments to appropriate managers for review, submitting positive colleague comments for publication in the department newsletter, etc.

Reimbursement Processing and Support

• Columbia Memorial Hospital and Hillsboro Medical Center reimbursements for Clinical Associates and associated tracking.
• ACGME Residency Conference reimbursements and tracking.
• Faculty and Fellow CME reimbursements and tracking.
• Supply ordering and inventory management.

Administrative and Programmatic SupportInformation Assistance

• Respond to all inquiries and requests for information via mail, phone, fax and email. Act as the first line of communication for those seeking information about departmental programs. Support administrative team members when completing similar tasks.

Dosimeter Badges

• Add/Cancel, distribute and update quarterly/monthly dosimeter badges for faculty, residents, fellows, researchers and students.

Required Qualifications

• 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.
• Microsoft Office suite

All are welcome

Oregon Health &am