Administrative Assistant at OHSU School of Dentistry in Portland, OR

Summary: OHSU School of Dentistry is Oregon's only public academic health center, focusing on patient care and groundbreaking research. The Administrative Assistant provides technical support for patient care activities in the laboratory, handling timekeeping, purchasing, supply inventory control, and various clerical duties. Responsibilities: - Prepares assigned correspondence/memos and once signed by the author, fax, copy mail and/or distribute documents to appropriate parties - Update various laboratory lists as needed under the direction of the laboratory staff; maintain electronic file of all documents in the appropriate directory folders - Demonstrate knowledge of OHSU’s dangerous goods shipping policies and complete related training module - Assemble patient specimen mailer kits and prepare shipping labels - Document all shipments in Historic Database/Excel Utilities - Maintain inventory and purchase shipping supplies for patient mailers - File patient documents, reprints and correspondence in the appropriate files based upon established guidelines; file administrative, personnel and financial documents - Maintain and update the position manual documenting OHSU and LIT procedures, policies and practices for the LIT administrative assistant. Update the HistoTrac (HT) Database Office Manual - Update the LIT Phone Directories as needed - Demonstrate knowledge of patient types and associated test batteries; enter patients in HT - Order lab tests from outside hospitals in Epic - Scan outside requisitions and attach to patient lab test orders in Epic - Answers phones, greets visitors, screens calls and triages calls as appropriate - Sign for deliveries - Receives and reviews incoming mail and requests for information - Coordinate with other office staff to pick up/receive, open, read, sort and route incoming mail to LIT staff twice daily at or around 11am and 2:00 pm - Act on work requests and return completed work to requestor in a timely fashion. Notify department director or manager of possible delay in work completion - Submit electronic and/or manual purchase orders in Oracle; track shipments for LIT purchases of reagents and laboratory supplies - Log reagent inventory on the laboratory shared drive - Submit POs for CAP and ASHI Proficiency testing - Submit PO for CLIA renewal every 2 years - Purchase office supplies from Staples - Reconcile LIT P-cards following OHSU policies and procedures - Reconcile requisitions and notify manager or director of potential accounts payable problems and initiate action to correct problems - Maintain purchasing and financial record filing systems - Reconcile general ledgers, purchase orders, disbursements, journal vouchers, travel forms/reimbursements and other financial documents; enter financial data into spreadsheet applications - Print Pay Reports for the LIT staff to review, make corrections as appropriate - Review the Clocking Transaction Reports for missing or erroneous transactions, entering corrections into the system, calculating OCL (On call) according to OHSU and LIT policies, printing corrected follow-up Pay Reports for distribution and review to the LIT staff - Provides troubleshooting support between staff and Payroll Required Qualifications: - Two years of general office or secretarial experience; OR - An associate's degree or certificate in office occupations or office technology and one year of general office or secretarial experience; OR - A bachelor's degree and one year of general office or secretarial experience; OR - An equivalent combination of training and experience - Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience - Advanced practical knowledge and skill with Excel, Word, and PowerPoint - General knowledge of purchasing and accounting procedures - Effective communication skills - Implementing new procedures in an efficient manner - Presentation of ideas and recommendations in direct and understandable language - Ability to demonstrate performance of job duties to trainees - Ability to interact with a variety of clients including vendors, doctors, nurses, laboratory staff and patients, and to maintain a customer service focus at all times - Ability to work efficiently and accurately with minimal supervision - Ability to adapt to constantly changing computer applications - Adept at office skills such as MS Word and Excel - Must be able to perform the essential functions of the position with or without accommodation - High school diploma and at least two years of college lab science courses, plus one year of college math or computer courses; OR - High school diploma and two years of clinical lab experience; OR - High school diploma and successful completion of a Lab Assistant Training Program including clinical lab experience - Two years' experience in a clinical laboratory including: sample receipt and processing; multi-line phone use; billing; Oracle, and Kronos Timekeeping - General knowledge of medical or laboratory terminology, equipment, materials and safety Required Skills: Excel, Word, PowerPoint, Oracle, Kronos Timekeeping, Medical terminology, Laboratory terminology, Purchasing procedures, Accounting procedures, Database management, Epic, HistoTrac Database, Customer service focus, work efficiently and accurately with minimal supervision Benefits: Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee, Two separate above market pension plans to choose from, Vacation- up to 200 hours per year depending on length of service, Sick Leave- up to 96 hours per year, 8 paid holidays per year, Substantial Tri-met and C-Tran discounts, Additional Programs including Tuition Reimbursement and Employee Assistance Program (EAP)