Administrative Assistant

Department Overview

The Laboratory of Immunogenetics and Transplantation (LIT) is the support laboratory for the local transplant

programs which include OHSU/VA combined transplant programs (kidney, heart, pancreas, liver and bone

marrow), Legacy Health Systems combined transplant programs (kidney & pancreas) and Providence Hospital

heart transplant program. In addition, LIT provides support for regional and national transplant programs. LIT

provides clinical and investigative functions, the primary being to ascertain optimum donor and recipient

combinations and optimum immunosuppressive regimens.

 

The Administrative Assistant provides technical support for patient care activities in the laboratory by

performing all the duties and activities related to timekeeping, purchasing and supply inventory control,

maintenance of records, word processing, database and reporting functions. The Administrative Assistant also

serves as the department’s Network Contact, Telephone Counselor, accounting assistant, copy room custodian

and Human Resources Coordinator (onboarding new employees).

 

The person filling this position will be of professional demeanor and perform their duties with an attitude,

which will best serve the clients of the department.

Function/Duties of Position

Clerical and Administrative Support:

• General Clerical:
  • Prepares assigned correspondence/memos and once signed by the author, fax, copy mail and/or distribute documents to appropriate parties
  • Update various laboratory lists as needed under the direction of the laboratory staff; maintain electronic file of all documents in the appropriate directory folders.
• Mailing Kits:
  • Demonstrate knowledge of OHSU’s dangerous goods shipping policies and complete related training module. 
  • Assemble patient specimen mailer kits and prepare shipping labels;
  • Document all shipments in Historic Database/Excel Utilities
  • Maintain inventory and purchase shipping supplies for patient mailers
• Filing $ Scanning:
  • File patient documents, reprints and correspondence in the appropriate files based upon established guidelines; file administrative, personnel and financial documents.
  • Maintain and update the position manual documenting OHSU and LIT procedures, policies and practices for the LIT administrative assistant. Update the HistoTrac (HT) Database Office Manual.
  • Update the LIT Phone Directories as needed.
• Epic and HistoTrac Database Support:
  • Demonstrate knowledge of patient types and associated test batteries; enter patients in HT.
  • Order lab tests from outside hospitals in Epic
  • Scan outside requisitions and attach to patient lab test orders in Epic.

Receptionist:

• Answers phones, greets visitors, screens calls and triages calls as appropriate
• Sign for deliveries.
• Receives and reviews incoming mail and requests for information.
• Coordinate with other office staff to pick up/receive, open, read, sort and route incoming mail to LIT staff twice daily at or around 11am and 2:00 pm
• Act on work requests and return completed work to requestor in a timely fashion. Notify department director or manager of possible delay in work completion.

Purchasing Coordinator and Accounting Assistant:

• Submit electronic and/or manual purchase orders in Oracle; track shipments for LIT purchases of reagents and laboratory supplies.
• Log reagent inventory on the laboratory shared drive.
• Submit POs for CAP and ASHI Proficiency testing.
• Submit PO for CLIA renewal every 2 years
• Purchase office supplies from Staples
• Reconcile LIT P-cards following OHSU policies and procedures;
• Reconcile requisitions and notify manager or director of potential accounts payable problems and initiate action to correct problems;
• Maintain purchasing and financial record filing systems;
• Reconcile general ledgers, purchase orders, disbursements, journal vouchers, travel forms/reimbursements and other financial documents; enter financial data into spreadsheet applications.

Timekeeper For Kronos: 

• Print Pay Reports for the LIT staff to review, make corrections as appropriate
• Review the Clocking Transaction Reports for missing or erroneous transactions, entering corrections into the system, calculating OCL (On call) according to OHSU and LIT policies, printing corrected follow-up Pay Reports for distribution and review to the LIT staff. 
• Provides troubleshooting support between staff and Payroll. 

Required Qualifications

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