Administrative Assistant

Position: Administrative Assistant

Date Posted: 04 February 2026

Industry: Healthcare / Administration

Employment Type: Full Time

Experience: 1-2 years of general office or secretarial experience

Qualification: Associate’s degree, bachelor’s degree, or equivalent combination of training and experience

Location: Portland, OR, USA [Hybrid Schedule]

Company: Oregon Health & Science University

Description:
Oregon Health & Science University (OHSU) is seeking a skilled Administrative Assistant to support the Knight Cardiovascular Institute (KCVI) faculty in Portland, OR. KCVI is a top integrated center for cardiovascular clinical care, research, and professional training, focused on advancing patient outcomes through innovative diagnostics and therapies.

In this role, you will provide comprehensive administrative support including financial document preparation, calendar management, event coordination, purchasing, and general office tasks. The position requires flexibility, attention to detail, and the ability to manage multiple responsibilities in a dynamic academic and clinical environment.

Key Responsibilities:

• Provide administrative support to KCVI faculty, including managing Outlook calendars, scheduling meetings, drafting correspondence, and answering phones.
• Handle mail distribution, order lab coats, business cards, and office supplies; assist with IT support for phones, computers, and printers.
• Support financial activities including preparing, submitting, tracking, and reconciling purchase orders, reimbursements, and deposits; manage Oracle requisitions.
• Assist with clinic and lab scheduling, coordinating vacation coverage, clinic swaps, and updates with the scheduling team.
• Facilitate onboarding and support for visitors, volunteers, interns, and visiting scientists.
• Support administrators and managers with short-term projects, including vacation coverage, work overflow, and special assignments.
• Provide IT and space support, including furniture, office equipment, access codes, and keys.
• Assist with event coordination, catering, conference room setup, and meeting logistics.

Required Qualifications:

• Two years of general office or secretarial experience, or equivalent combination of education and experience.
• Competency in Microsoft Word, Excel, PowerPoint, and Outlook; typing speed of 45 WPM.
• Experience with scheduling appointments, complex calendaring, and event coordination.
• Proficiency with Oracle or similar procurement system, including requisition creation and order receiving.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent interpersonal, communication, and customer service skills.
• Ability to take meeting minutes and manage documentation accurately.

Preferred Qualifications:

• Bachelor’s degree preferred.
• Experience with Oracle iProcurement system preferred.

Additional Details:

• Monday – Friday, 8:00 AM – 4:30 PM, hybrid schedule. On-site days: Wednesday, Thursday, Friday.
• OHSU values a diverse and culturally competent workforce and encourages applicants from all backgrounds. Reasonable accommodations are available upon request.

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