Sr. Executive Assistant to the Provost and Provost Office

Department Overview

Oregon Health & Science University (OHSU) has an enduring commitment to excellence in education, research and scholarship, clinical practice and community service as Oregon’s only public academic health center.

 

The OHSU Office of the Provost provides strategic and operational oversight of all academic personnel matters, programming, and other issues pertaining to the academic standards and mission of OHSU. The Office of the Provost is the headquarters to five campuses, three regional campuses and various clinical rotation sites within our rural health initiatives. As the chief academic officer for the university, the Provost provides leadership for matters that affect academic programs and outreach involving faculty members, students, and staff members with a focus on student access and success. The Office of the Provost oversees the quality of programs of instruction through collaborative work with vice presidents, executive vice provost, academic deans, vice provosts, and numerous other units related to the university. Additionally, the provost is responsible for overseeing academic and budgetary planning and priorities.

 

Reporting directly to the Senior Advisor to the Provost, the Sr. Executive Assistant will be responsible for providing executive and administrative support for the business of the Provost Office, including support to Executive Vice President & Provost. The employee is responsible for a variety of activities including: reviewing and scheduling for multiple complex calendars; preparing executive meeting documentation and coordinating meeting logistics; greeting visitors within the office; escorting VIPs during their visit to OHSU; assisting departments/units as requested; and other duties as assigned. This position also serves a key role as Provost’s Office timekeeper for 10+ units, oversees space allocations for the Provost’s units, and provides technology support to the office.

 

Other duties will include ordering office supplies, printing, photocopying, scanning, filing, etc. The Sr. Executive Assistant must have excellent time management and customer service skills in meeting time-sensitive requests.

 

Please include cover letter with application.

Function/Duties of Position

1. Support for the provost & senior advisor to the provost

The employee will be responsible for executive level support services, including, but not limited to:

• Facilitate and provide day-to-day operational and administrative support for the provost and team.
• Preparing daily packets for the provost; research, summarize, compile and ensure availability of pertinent meeting meetings. Daily packets prepared in partnership with senior advisor and special assistant to the provost, while safeguarding confidentiality by exercising discretion concerning information related to sensitive information regarding faculty, staff and students and various other constituents.
• Responding to inquiries in a timely and accurate manner in a way that appropriately and best meets the needs of all meeting requestors. This includes but is not limited to: proactively reviewing calendars for potential conflicts and action items, and maintaining calendar tools to ensure tasks are completed in advance.
• Communicating regularly and effectively with senior advisor regarding tasks, workload and any special projects.
• Attend regularly scheduled briefing meetings with the provost and senior advisor as to further the work within the Provost Office.
• Prepare executive meeting documentation. The employee will work closely with the Senior Advisor and other stakeholders to ensure all pertinent presentation materials are gathered, organized, and produced electronically as directed. This may include ensuring the file is distributed appropriately and/or runs on the pertinent AV system where the meeting will be held.
• Provide backup coordination for the provost’s travel arrangements; and performing backup financial reconciliation of monthly purchases and travel disbursements.
• Work with the senior advisor and Provost Office Leadership to maintain confidential Provost Office files (hard copies and electronic) in compliance with OHSU records retention policies and procedures.

2. Support other leaders:

• Support complex meeting and event planning for Assistant Vice Provost, Workforce Capacity Development.
• Support travel or calendar planning for Special Assistant to the Provost, as requested. 

3. Provost Office Administrative duties

• In conjunction with the senior advisor, prioritize and coordinate logistics for meetings, events, ceremonies, retreats and other events as needed. Ability to gather background information in suppor