The Administrative Manager and Special Assistant to the President provides a high level of support to the university President and supervises the Executive Support team in the President\u2019s office. This position reports to the Chief of Staff. This position is highly visible and is responsible for a wide range of responsibilities in supporting the President, creating and ensuring a strong central point of communication among OHSU executive staff at all levels, and lead a high performing executive support team. Additionally in coordination with the Chief of Staff ,the Administrative Manager will help organize and prioritize President\u2019s time with external stakeholders.
KEY RESPONSIBILITIES AND PEFORMANCE STANDARDS:
Supervises the President\u2019s Office Executive Support team. This position leads, coaches, mentors and develops team members; promotes a highly productive and collaborative approach to supporting executives and demonstrates exceptional customer service; develops and ensures strong communication among team members. S/he recruits and hires team members and develops and implements onboarding and training plans. Contribute to the professional development of staff in an environment of mutual respect and understanding. With the input of the various executives, the Supervisor completes annual performance appraisals for the Executive Support team. S/he assigns and adjusts the Executive Support team members\u2019 workload to ensure projects can be completed and office duties are covered (e.g. answering main telephone line, distributing mail, greeting visitors, ensuring proper inventory of supplies and back up support to executives).
Supports the OHSU President. S/he will work with the President\u2019s Executive Assistant to ensures the President\u2019s calendar, triages his incoming and outgoing email upon request, addresses complex scheduling priorities and day-to-day activities to support productivity and efficiency; ensures seamless communication, advising the President of his/her commitments and obligations. S/he ensures phone inquiries, reviews and sorts the President\u2019s mail, determines disposition of written communications, and furnishes information required to reply to correspondence and other inquiries. The Supervisor arranges individual and group meetings with university officials, government officials, high profile donors, providers, consultants, community partners and other internal and external stakeholders. S/he composes, edits, proofreads, and stores/files documents for the President, ensuring sensitive and confidential documents are properly managed. Documents may include correspondence, confidential briefings, meeting agendas and minutes, organizational charts, presentations, reports, proposals, agreements, contracts and personnel documents. S/he arranges all domestic and international travel for the President, ensuring timely reimbursement of all related expenses. The Supervisor also handles all necessary travel arrangements for the President\u2019s spouse when s/he accompanies him/her on university business. Coordinates and initiates all arrangements for special events frequently held at the President\u2019s residence. Maintains an events calendar for the president\u2019s spouse, ensuring all event that require his/her presence are posted and necessary materials provided to him/her well in advance of the event.
Coordinates and initiates support from Communications for speaking engagements.
Organizes and maintains President\u2019s office personnel files for staff and the university executive team. Ensures the President is completing the necessary performance reviews and other human resources related processes for his/her direct reports. Prepares and submits the annual budgets, monitors department budgetary expenditures, tracks and processes expenditures in a timely manner.
President\u2019s Leadership Role & Special Projects:
Responsible for internal relationship building and outreach. Working with the Chief of Staff, helps to ensure that the President is able to anticipate challenges, manage relationships appropriately, and influence/intervene in internal processes in constructive ways at decisive moments.
Provides Staffing Support to the Art Committee Will use the University project management system to provide regular reports the President and Chief of Staff.
Helps support and coordinate internal Presidential communications
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