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Administrative Assistant 3

Company: Pacific Medical Centers
Location: Portland
Posted on: November 22, 2021

Job Description:

Providence is calling a Administrative Assistant 3 - Nursing Service Administration (1.0 FTE, Days) to Providence Office Park Portland in Portland, ORApply today! Applicants that meet qualifications will receive a text message with some additional questions from our Modern Hire system.We are seeking a Administrative Assistant 3 - Nursing Service Administration that will provide full administrative support at a high level of responsibility and of a confidential nature for either Regional Nursing Administration. Responsibilities include: developing and maintaining filing and other complex organizational systems, preparing financial reports, managing calendars, making travel arrangements, preparing meeting materials, coordinating meetings and schedules, maintaining the division's website, ordering supplies and working on special projects.In this position you will have the following responsibilities:* Provide day-to-day secretarial support including: answers phones and greets visitors, prepares letters, memos, reports, and meeting minutes; schedules and coordinates meetings and conferences; sets-up and maintains filing systems and records; arranges travel arrangements; processes travel reimbursements, maintains appointment calendars; prepares outgoing mail; and prepares and distributes meeting and conference materials. Takes initiatives to analyze and develop systems to improve office efficiencies and communication

* Develop, monitors, and maintains electronic systems that support the review of budgets, expenditures, revenue, and financial statements for the division. Produces reports as requested

* Coordinate, development, maintenance, and continual enhancement of the division's intranet website as necessary

* Collaborate with the Employment Recruiters to develop and manage the new hire on-boarding process for the division

* Order, receives, and distributes office supplies and equipment, books, journals, videos, and forms as required. Reviews all invoices for accuracy, obtains authorization, and processes invoices for payment. Prepares check requests as needed

* Perform special projects utilizing MS Office and graphics presentation software as directed. Sets-up spreadsheets, databases, and statistical files, and enters data accurately. Prepares graphic reports from spreadsheets, databases, and statistical files as needed

* Prepare materials for meetings, events, presentations, webinars, and video conferences. Creates poster, flyers, and brochures as directed. Assists with coordination of special events, and projects as requested

* Coordinate the collaborative work between site education coordinators, regional nursing education, and human resources involved in Student Nurse clinical placement through accurate record keeping, assisting with student access to information, assisting with student placement, maintenance of clinical affiliation agreements, and interfacing with schools of nursing

* Develop, monitors, and maintains electronic systems that support the work of Regional Nursing, including but not limited to, policies, procedures, practice guidelines, clinical affiliation agreements, information storage and retrieval, and contract maintenance

* Develop, organizes, and maintains electronic systems for the granting of continuing education credits for educational offerings.

* Respond to request from individuals or organizations outside Providence regarding schedules, communication, and confidential matters as directed. Routes general inquiries and provides answers to queries not requiring the attention of a director

Required qualifications for this position include:* Business School -or-

* Associate's Degree business, Computer Science, Communications, Public Relations or work experience as a high-level administrative/executive assistant

* 5 years Administrative or executive level technical and secretarial support work experience

* Experience using a personal computer and software including word processing, spreadsheets, graphics, and publication software in a Windows environment

* Experience with Internet/Intranet web site development and Internet/intranet publishing, including share point services

Preferred qualifications for this position include:* Experience working in the healthcare industry

About Providence in OregonAs the largest healthcare system and largest private employer in Oregon, Providence offers exceptional work environments and unparalleled career opportunities.The Providence Experience begins each time our patients or their families have an encounter with a Providence team member and continues throughout their visit or stay. Whether you provide direct or indirect patient care, we want our patients to feel that they are in a welcoming place where they can be comfortable and free from anxiety. Our employees create the Providence Experience through simple, caring behaviors such as acknowledging and welcoming each visitor, introducing ourselves and Providence, addressing people by name, providing the duration of estimated wait times and updating frequently if timelines change, explaining situations in a way that puts patients at ease, carefully listening to their concerns, and always thanking people for trusting Providence for their healthcare needs. At Providence, our quality vision is simple,"Providence will provide the best care and service to every person, every time."Providence is consistently ranked among the top 100 companies to work for in Oregon. It is also home to two of our award-winning Magnet medical centers. Providence hospitals and clinics are located in numerous areas, ranging from the Columbia Gorge to the wine country to sunny southern Oregon to charming coastal communities to the urban setting of Portland. If you want a vibrant lifestyle while working with a team highly committed to the art of healing, choose from our many options in Oregon.We offer a full comprehensive range of benefits - see our website for details

Keywords: Pacific Medical Centers, Portland , Administrative Assistant 3, Administration, Clerical , Portland, Oregon

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