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Location

Portland, OR | United States

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Job description

The OHSU Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable. This position provides high-level confidential executive administrative support to Knight Cancer Institute leadership, primarily in the Division of Oncological Sciences and Population Sciences. Manages complex scheduling priorities and coordinates day-to-day activities. Makes travel arrangements, processes invoices and reimbursements, assists with presentation development, and facilitates coordination and tracking of high-level meetings and activities with internal and external partners. Coordinates and assists with recruitment activity including creating and booking interview schedules, travel arrangements, escorting candidates, processing reimbursements, and tracking recruitment status. Manages multiple time-sensitive priorities, and practices effective conflict resolution. Uses independent judgment, guided by leadership¿s priorities, in decision-making. Demonstrates resilience and composure in the face of adversity, maintaining a positive and focused attitude when navigating challenging situations. Manages other executive support and coordination duties as needed.

This position provides high-level confidential executive administrative support to Knight Cancer Institute leadership, primarily in the Division of Oncological Sciences and Population Sciences. Manages complex scheduling priorities and coordinates day-to-day activities. Makes travel arrangements, processes invoices and reimbursements, assists with presentation development, and facilitates coordination and tracking of high-level meetings and activities with internal and external partners. Coordinates and assists with recruitment activity including creating and booking interview schedules, travel arrangements, escorting candidates, processing reimbursements, and tracking recruitment status. 

 

Manages multiple time-sensitive priorities, and practices effective conflict resolution. Uses independent judgment, guided by leadership’s priorities, in decision-making. Demonstrates resilience and composure in the face of adversity, maintaining a positive and focused attitude when navigating challenging situations. Manages other executive support and coordination duties as needed.

 

Every Knight Cancer employee is expected to embody our guiding principles:

 

• We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently.
• We SUPPORT each other—Respect leads to trust, which leads to excellence.
• We work as a CONNECTED team — We must leverage our collective brain power to conquer cancer because no one individual can do it alone. 

Executive Administrative Support

 

• Provides high-level confidential executive administrative support to Knight Cancer Institute leadership. Manages complex scheduling priorities and coordinates day-to-day activities. Assists with presentation development, and facilitates preparation, coordination and tracking of high-level meetings and activities with internal and external partners. Takes meeting minutes. Makes travel arrangements and travel dossiers, processes Pcard reconciliations and reimbursements, and creates and manages Purchase Orders in iExpense.
• Updates and maintains CVs in approved formats. Coordinates and assists with recruitment activity including creating and booking interview schedules, travel arrangements, escorting candidates, processing reimbursements, and tracking recruitment status. Provides support for onboarding of new employees. Responsible for the coordination of various special events, projects and programs on an as-needed basis.

 

• Four years of secretarial or executive assistant experience; OR An Associate’s degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience; OR A Bachelor’s degree and two years of secretarial or executive assistant experience; OR an equivalent combination of training and experience.

• Must have proficiency in MS Office (Word, Excel, Outlook, and PowerPoint)

• Demonstrated intermediate level skills with Adobe Acrobat

• Previous experience managing multiple complex calendars

• Demonstrated ability to coordinate travel arrangements and process travel reimbursements

• Expense reconciliation experience

• Event coordination, catering, lectures, and meeting/greeting visitors, affiliates, and high-level participants

• Demonstrated skill at taking meeting minutes and composing, editing, proofing, and copying written materials

• Ability to type 55 WPM

• Demonstrated previous experience in providing technical support and troubleshooting office equipment (e.g. copier, printer)

• Experience ordering and maintaining office inventory

• Experience handling highly confidential, sensitive information and maintaining discretion at all times

• Ability to demonstrate tact and good judgment in representing leadership and the Knight

• Ability to prioritize multiple tasks at one time, work under pressure, and meet deadlines

• Excellent judgment; ability to fit specific task requests into a broader context and anticipate needs not specifically identified

• Advanced organizational skills and ability to flex workload to adapt to changing priorities and organizational needs

• Must have excellent verbal and written communication

• Must have demonstrated excellent customer service skills electronically, and in person

• Ability to work independently and as part of a team while being collaborative in resolving problems

• Ability to use tact and diplomacy to maintain effective working relationships with a wide range of staff and external audiences

• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers

• Bachelor's degree

• Familiarity with Oracle and iExpense reconciliations

• Understanding of basic scientific research lab functions

• Two years of executive administrative support with senior level executives, utilizing highly developed skills and top performance

   

• Experience supporting high-level faculty in an academic or research setting

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or [email protected].

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Job tags

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