Office Specialist
Office Specialist
Posted on :
09-07-2025
Employer Active
1 Vacancy
Job Alert
You will be updated with latest job alerts via emailValid email field required
Send jobs
Share
Send me jobs like this
Job Alert
You will be updated with latest job alerts via emailValid email field required
Send jobs
Job Description
Department Overview
The Department of Pediatrics is recruiting for an Office Specialist that will provide administrative support for the department performing a variety of tasks related to general office operations travel coordination purchasing and document preparation. This role helps ensure the smooth day-to-day functioning of the department.
Function/Duties of Position
General Office Support:
- Serves as administrative support to the Department of Pediatrics
- Schedules appointments and meetings for various providers and administrative staff
- Sorts and distributes incoming mail and prepares and manages outgoing packages and mail including mass mailings printing packets laminating collating stuffing and sealing
- Orders office supplies and maintains office supply inventory for the administrative office
- Prepares conference rooms for virtual meetings including initiating WebEx meetings printing any meeting materials setting up catering and taking minutes if necessary
- Books travel lodging and transportation for faculty members. Reconciles and submits expenses and reimbursements upon return of travel
- Uses Oracle to manage P card track reconcile and submit expenses reimbursements disbursements and honorariums. Determines and initiates actions within policies and procedures to resolve problems with records billing and payments reimbursements
- Manages accepts or declines all CDRC Peds department room reservations
- Maintains distribution lists
- Submits and manages building maintenance requests
- Pays for faculty fees for associations organizations and State of OR licensing
- Completes other tasks as assigned by the supervisor
Documentation and Communication:
- Prepares a variety of correspondence reports statistics and forms from rough draft dictation or general instruction
- Edits formats proofreads and prints a wide range of materials including letters itineraries agendas slides posters presentation materials newsletters and other department documents.
- Takes notes at meetings assists with dictation and drafting documents
- Maintain digital file in Teams OneDrive and SharePoint
Information Assistance and Reception.
- Acts as the primary on-site administrative contact for the Department of Pediatrics
- Greets and directs visitors during on-site days ensuring a welcoming and professional environment
- Receives incoming calls and routes to appropriate number
- Responds to inquiries from students patients faculty staff residents and the public about specific OHSU program information and services; directs inquiries as necessary
- Clearly explains departmental processes and procedures and provides information about available resources and support services.
Required Qualifications
- An Associates degree or certificate in office occupations or office technology; ORA Bachelors degree and six months of general office experience; ORAn equivalent combination of training and experience.
- One year of general office administration support experience.
- Accurate typing 50 wpm Windows Office including Word PowerPoint Outlook Excel.
Preferred Qualifications
- OHSU systems
Additional Details
***Upload cover letter and resume. Please be sure to include months and years (MM/YYYY format) to the resume for jobs/experience.
All are welcome
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 or
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
Report This Job
Disclaimer: Drjobpro.com is only a platform that connects job seekers and employers. Applicants are advised to conduct their own independent research into the credentials of the prospective employer.We always make certain that our clients do not endorse any request for money payments, thus we advise against sharing any personal or bank-related information with any third party. If you suspect fraud or malpractice, please contact us via contact us page.
