Executive Assistant to the Oregon Perinatal Collaborative

Department Overview

This position serves as the Executive Assistant to the Oregon Perinatal Collaborative (OPC). The OPC is Oregon's only program focused on developing statewide Quality Improvement initiatives to improve the health of mothers and babies during this critical period of time prior, during and after birth. The collaborative works closely with many stakeholders across the state including, but not limited to, hospitals, health systems, clinics, public health and community based providers and organizations. This position is a critical member of a small team that impacts birth outcomes statewide. The position interacts frequently with sensitive information and quality data, involves a wide range of responsibilities and requires independent decision-making and exceptional organizational and interpersonal skills. The position requires prioritization of workload and the ability to manage multiple projects, deadlines and daily office operations. Strong multi-tasking skills and attention to detail are integral.

Function/Duties of Position

• Provides executive administrative oversight in support of the OPC.
• Manages complex scheduling priorities and coordinates day-to-day activities for OPC. Advises on commitments and obligations. Obtains conference room reservations and/or virtual meeting links, determines A/V needs, crowd-sources agenda items, and provides presentation assistance.
• Composes and/or drafts and edits a variety of OPC communications and documents, correspondence, meeting agendas, PowerPoint presentations, reports, proposals, and others. Manages documentation and signatures in support of the OPC. Attends meetings as directed, recording proceedings and taking minutes, as appropriate.
• Processes expense invoices, reconciliations, reimbursements, honorariums and disbursement requests, including those directed from grant funding sources.
• Develops and maintains an accurate and efficient electronic filing system for correspondence, projects, and administrative activities, via OneDrive, X-drive, and other systems as needed.
• Organizes all aspects of travel arrangements and processes corresponding reimbursement requests in a timely fashion.
• Manages the office of the OPC, including facilitating technology needs, ordering supplies and equipment.
• Coordinates conferences and special events, including arranging travel, lodging, catering, reservations, and A/V needs. Prepares, coordinates, and communicates guest itineraries. Coordinates the marketing of events, including creating announcements, posters, flyers, programs and web content
• Develops and maintains relationships with administrative staff, faculty and leadership within the Department of Ob/Gyn, throughout OHSU, and external organizations, as necessary for the successful support of the OPC and the Department's mission and goals.
• Provides project coordination in support of the OPC core team.
• Responsible for organizing and implementing key aspects of the project as identified by the team, identifies key stakeholders, determines the scope and steps to complete implementation, verifies communication needs to ensure engagement throughout project lifecycle, utilizes necessary resources, review existing methods and procedures, and modify as necessary to accomplish assignment, identify potential difficulties and determines means of lessening or avoiding them.
• Leads the development of tools to manage the implementation of various projects as outlined by leadership. This may include utilizing project management software to outline individual processes involved in each step and managing timelines and communication to assure timely completion of projects.
• Participate in training programs as needed to achieve and maintain proficiency in role-related skills and abilities.
• Leads and facilitates project meetings, develops action items and tracks completion of action items. Delivers, maintains, and stores project documents.
• Responsible for managing the line of communication on project deliverables, timelines, updates, outcomes, risks and budget. Informs interested groups and individuals of project progress, and that project output is appropriate. Engages others to join in a culture of collaboration and accountability for project deliverables.
• Monitors project status to ensure progress toward completion and required procedural steps are completed fully and timely, modifies project plan and coordinates changes with participants as necessary in response to unforeseen changes or unexpected developments, closes files upon project completion and reviews records to ensure documentation is appropriate and complete.

Required Qualifications

• Bachelor's degree
• 3 years of Administrative office experience and 2 years of lead, supervisory or management experience or 5 years of a