The Executive Specialist provides executive level support to the Chair and Department Administrator of the Department of Neurological Surgery. This individual will provide confidential administrative support and serve as a resource for the department. The Executive Specialist will also manage key departmental communication vehicles and processes and will be responsible for coordinating department events and projects with various faculty-based and staff-based planning committees. Also acts as a liaison, internally, for department staff and faculty, and between OHSU departments, as well as externally, to OHSU partners, associated institutions, and professional societies. Provides cross-coverage for administrative functions throughout the department as needed.
Anticipate Chair\u2019s needs by providing information required for official correspondences and other official acts; includes sensitive, confidential information.
Organize meetings with internal and external parties; includes coordinating schedules, booking meeting spaces, and making travel arrangements.
Manage complex scheduling priorities and coordinate day-to-day activities.
Advise Chair of commitments and obligations.
Arrange additional processes, including maintaining external memberships, submitting/tracking financial reimbursements and organizing personnel files.
Coordinate and attend weekly and monthly faculty meetings, prepare presentations, take minutes, distributing and tracking follow-up tasks.
Maintain database of department wide meetings; track purpose, list of attendees, timing, and location.
Implement call schedule for attending faculty.
Arrange special events and projects for the Department of Neurological Surgery, including booking rooms and catering, tracking attendees, and on-site coordination.
Issue department signage and access.
Create, curate, and manage all published content (images, video and written), including department newsletter, website and social media.
Develop and maintain all department templates on Bridge. Ensure OHSU branding is accurate. Distribute templates as needed.
Design, update and disseminate attending and APP faculty photo roster.
Execute faculty annual review process.
Review organizational chart, maintain accuracy and update as needed.
Initiate, coordinate, and track annual Promotion and Tenure requests in conjunction with Chair and Department Administrator.
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm