Provides administrative support to the Office of Digital Health (ODH) Director of Inpatient/Acute Care and the Virtual ICU (VICU) program and team members as required. Coordinates department activities and supports the VICU program as directed by ODH Director and the nursing and physician leaders of the VICU staff. Primary activities of this position are to help ensure the VICU operations run smoothly and the department meets overall project/program goals. Position activities include complex scheduling, creating, organizing, and maintaining department operational materials, assisting with procurements, vendor and external hospital site contractual relationships to include invoice tracking and coordination with AP and AR as necessary, and other tasks as assigned.
Calendar management and meeting support: Manages ODH Inpatient/AC Director calendar and provides routine scheduling assistance; coordinates meetings for VICU project/program activities; includes coordination with OHSU Health stakeholders for internal and external meetings with both vendors and other hospital facilities. Provides meeting support, file management, documentation/note taking, and action item status tracking for VICU program meetings as required
Administrative contact for VICU Patient Support Center, CHH2 1248: Coordinates work with other departments that share resources/staff for the VICU operations, including the Office of Digital Health. Provides andcoordinates access to VICU for tours and site visits; provides directions to internal and external visitors to the VICU; answers general questions about program operations. Provides support triage for issues with equipment in the VICU suite including computers, printer, AV equipment, desk and lighting programming. Serves as IT contact for VICU, triaging and escalating issues to appropriate IT resources. Reports building issues to building management as requested. Orders and receives packages as needed for VICU supplies; manages mail.
Coordinates the development of VICU operational policies and procedures. Works with clinical and operational leaders to create, organize and maintain process flows, standard work and other operational communications documents related to the VICU department. Includes version control and communication of changes and updates between OHSU clinical care and operations teams, external vendors, and hospital facilities.
Supports ODH Inpatient/AC Director in managing contract documentation, invoices and service accounts for VICU services. Enters requisitions, receives against Purchase orders and manages internal, external billing systems. Supports program financial management documentation and budget reconciliation processes. For ODH Inpatient/AC Director serves as iExpense delegate; submits travel reimbursements and generates disbursements in Oracle. Runs Oracle reports as required.
Coordinates activities and or sub-tasks to support larger VICU program and project initiatives, including tasks related to KPI and Quality metric tracking. These activities may include data entry, data visualization, reports and preparing presentation materials on a recurring basis.
Four years of general office or secretarial experience; OR
An Associates degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
A Bachelors degree and two years of general office or secretarial experience; OR
An equivalent combination of training and experience.
Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.
Proficiency with MS Office programs, Adobe Acrobat Pro, Kronos Timekeeping, knowledge of Oracle Applications, including iExpense, HRE Preparer and IP Procurement.
Ability to learn new software programs and apply concepts to complete assigned work.
Tech saavy with prior experience using video conference tools.
Demonstrated problem solving skills and attention to detail.
Ability to work independently.
Must be able to perform the essential functions of the position with or without accommodation.
Prior experience and training with Oracle HRE Preparer and IP Procurement.
Onboarding, space coordination, general IT support, Kronos timekeeping.
Managing front office operations.
OHSU institutional knowledge.
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 firstname.lastname@example.org.
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