Administrative Assistant

Department Overview

The OHSU Office of Learner Placement and Housing is committed to quality educational experiences as well as creating efficient and coordinated housing for students while participating in eligible OHSU Community Based Rotations. In partnership with each OHSU Academic or Training Program, the Office of Learner Placement and Housing coordinates housing for Students and Trainees while participating in eligible community-based rotations. The Office of Learner Placement and Housing supports quality educational experiences for Students and Trainees on community-based rotations, promotes OHSU's statewide mission and creates efficiencies through coordinated housing placements across schools and programs.

Function/Duties of Position

1. Technical/Records ProcessingPerforms specialized record processing activities requiring independent judgment to make decisions or select a course of action based on OHSU policies and procedures within a particular program or operation. Some examples of records processing activities are as follows: 

• Reviews implementation data to be uploaded into EXXAT with established criteria for standardizing; ensures that all necessary documentation is provided by the programs and is complete; 
• Receives and processes authorized clinical placement payments for services at specific sites; reviews placement reports, verifies times of service and takes appropriate action; receives PO, processes invoices; 
• Processes quarterly JE/IBS for housing and clinical placement charges; tracking actual charges, payments and adjustments; determines and initiates action within  established policies and procedures to resolve problems with records, billing, payments, or charges; collects and compiles data requiring specialized program knowledge, as well as determining best practices in selecting from a variety of reports, computer printouts, logs; performs complex data entry. 

2. Administrative AssignmentsServes as support staff to manager, team and/or committee; word processes and compose a variety of correspondence, reports, memos, or other information from dictation, rough draft or general instructions;; coordinates the editing, proofing, printing and distribution of manuals, reports, and FAQ’s; documents project updates within Smartsheet, takes minutes at meetings; answers phones, screens calls; makes referrals as appropriate; answers questions requiring research or technical knowledge; receives and reviews incoming mail and requests for information; determines mail needing further research; responds to items not requiring supervisory review or resolution; initiates follow-up letters or memos; troubleshoots, organizes and provides guidance on centralized learner placement cloud-based systems; schedules appointments and conferences; makes travel arrangements, arranges schedules of visits, reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; may utilize OHSU Banner or Oracle software to ensure correct information; keeps logs and statistics related to program or operation; performs AP/AR, utilizes OHSU software to complete computerized purchasing requisition, analyzes data, creates and maintains routine spreadsheets, and data bases, and compiles and generates status reports and reports deviations to supervisor; creates forms, flyers, posters using desk top publishing software; develops and revises office procedures; coordinates work on assigned projects; serves as network support for OHSU computer and telephone system and is the liaison to help desk personnel, schedule training); will use any of OHSU variety of cloud based software such as SmartSheet, EXXAT, CommonSpot, and Oracle. 

 

3. Information and AssistanceResponds to inquiries about specific OHSU program information and services or directs inquiries as necessary; explains and clarifies processes and procedures to customer; provides information about services available; receives incoming calls and routes calls to appropriate staff 

 

4. Website Creation and MaintenanceWill be responsible for creating, edits, proofreading and updating internal the Office of Learner Placement and Housing web pages located within O2 and on EXXAT.  Updates for internal website will include manuals, FAQ, and documentation provided by EXXAT to ensure programs have access to resources 

 

5. Other Duties as Assigned: May provide on-call Student Housing Check-in assistance one weekend a month. 

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 years of general office or secretarial experience; OR 

• A Bachelor’