Executive Assistant

Department Overview

The HR Executive Assistant 3 supports the Chief People Officer by ensuring proactive, timely, accurate and customer-oriented delivery of human resources services in a variety of functional areas. As requested, this position may also support HR VPs.

This position serves as lead on various HR processes and standard work, ensuring other HR administrative professionals have the tools and resources needed for success. This position provides a wide variety of professional, confidential and complex administrative and clerical services, including complex calendar management, preparation of materials using various software applications, completing detailed electronic transactions, and managing specified HR programs. The position requires high levels of initiative, organization, problem-solving skills, and excellent communication with those served.

Function/Duties of Position

HR Administrative Function Leadership: Partner with HR administrative staff members to lead process mapping, creation and implementation of standard work, and coverage scheduling for the following:

Timekeeping:

• Provide KRONOS support to all assigned HR employees. Actions may include, but are not limited to, training, data entry, time period adjustments, bi-weekly report generation and distribution.
• Develop and disseminate technical policies and procedures necessary for staff to comply with timekeeping rules and processes.
• Provide timekeeping research to HR management, as requested.

Accounts Payable:

• Prepare requisitions, process invoices and disbursements.
• Research and resolve problems with invoices.
• Maintains files that contain vendor information.
• Coordinates vendor contracts with the OHSU Contracts department and monitoring contract expenses. May serve as primary OHSU representative in correspondence with vendors.
• “Receive” goods and services using the Oracle financial systems.
• Assign appropriate account string to other invoices and coordinates payment with Accounts Payable.

P-card Reconciliation:

• Reconcile and administer p-card expenses for EVP and VPs, as requested.

Office Maintenance:

• Order supplies, new equipment and furniture, as needed.
• Process items for surplus.
• Process maintenance service requests and facilities work orders.
• Coordinate department/office renovations or moves.
• Run purchasing errands, as requested.

HR Actions:

• Support data integrity in the Oracle HRIS by working closely with the HR Service Center and payroll in the coordination of employee record changes.
• Complete HR Actions as requested and work with Payroll to ensure timely preparation of final paychecks and special payments.

IT Contact:

• Provide departmental technical support for onboarding new employees (set up for phone, computer, email, copy/long distance codes, etc.) and for trouble-shooting technical difficulties, submitting service tickets.
• Order new equipment/software and coordinate moves of computers and phones.
• Maintain department technology inventory.
• Attend ITC monthly meetings and update department as needed. 

Administrative support for EVP and VPs

• Provide complex calendar management and meeting scheduling for EVP, and VPs, as requested. Advises EVP and VPs of time commitments, obligations and schedule conflicts.
• Compose, edit and proof written material such as correspondence, presentations, organizational charts, reports, proposals, agreements contracts and personnel records. Maintain confidentiality as required.
• Gather, enter, and analyze information to prepare informational documents and data utilizing Microsoft Word, Excel, PowerPoint, and SmartSheet to support all HR functions.
• Arrange group and individual meetings with stakeholder across OHSU and with vendors, as needed. Assist with meeting scheduling, coordination and preparation.
• Refer customers to appropriate resource when needed.
• Coordinate meetings and events, including organizing technology, location and catering, coordinating and drafting agendas and minutes, and coordinating follow-up action items.
• Create and maintain files, including hard copy and electronic document management systems.
• Coordinate travel arrangements as requested.
• Participate in committees and work groups, as requested.
• Provide other administrative assistance as assigned. 

Program Management

• Oversee, manage and implement HR projects and programs, as assigned.
• Independently analyze program needs and anticipate, recommend and implement needed changes.
• Ensure projects are well organized, on-track, and appropriate stakeholders are engaged throughout the process.

Customer Service

• Consult with customers, applicants and internal employees on a variety of human resources matters including but not limited to hiring practices, interviewing techniques, promotion and transfer requirements, salary progression, performance appraisal processes, leave accrual, benefits, leave administration and learning and development, labor relations, and employee relations. 

Required Qualifications

• Four years’ experience in an administrative support or a complex clerical role.

  OR

• Combination of education and experience

• Experience must include one year of work for a senior level executive utilizing highly developed organizational skills.

• Demonstrated intermediate computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies.

• Demonstrated intermediate level skill in Microsoft Office Suite (MS Word, Excel, PowerPoint) as well as SmartSheet and One Note; and other software programs that support various aspects of Human Resources, including employee data, records management, applicant tracking, timekeeping and website management.

• Ability to create professional and engaging reports, documents, templates, charts, metrics, graphs, tables and forms for distribution to various audiences.

• Excellent organizational skills and attention to detail to coordinate multiple projects simultaneously.

• Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing the EVP and VPs and the ability to interact effectively with individuals all levels of organization.

• Demonstrated ability to anticipate needs and problems, and to re-prioritize tasks to address changing priorities.

• Ability to self-manage, while also having the ability to work collaboratively as part of a team on various assignments, projects and tasks.

• Excellent interpersonal skills; must be able to communicate effectively and clearly; and have the initiative and ability to work with diverse groups.

• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Bachelor’s degree
• Experience working in a Human Resources department
• Experience supporting an executive leader

• Experience with Oracle, KRONOS, and On Base

• Experience with iCIMS applicant tracking system

Additional Details

Monday-Friday, 8am-5pm via onsite and remote locations (telework). Occasional weekend, early morning, and evening hours may be required.

All are welcome

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 aaeo@ohsu.edu