Department Overview

The Office Manager oversees a variety of administrative functions and general office operations in the Department of Chemical Physiology and Biochemistry (CPB). Responsibilities include, but are not limited to, providing executive support for the Chair; supporting the Department Administrator (DA), faculty and department members as needed; special projects as assigned by the DA; plan and coordinate significant portions of the biennial, international Chemical Biology and Physiology conference; plan and manage the Chemical Biology and Physiology Summer Undergraduate Research Program (CPB-SURP); supervise the CPB Administrative Coordinator; event planning and logistics; coordinate faculty recruitments; update and maintain the CPB webpage; assembles and distributes the weekly CPB newsletter; manage administrative functions of the CP T32, including collecting and reporting of data; identify and implement administrative process improvements to increase efficiencies and value added services to the department. Provides back-up assistance and support to other administrative team members as part of an interactive, cross-trained admin team. While a hybrid work schedule is possible, this position must be in the office 2-3 days each week, with the availability to work from home the remaining days. Days in the office must be flexible to meet various administrative responsibilities and needs. This position description is not intended to represent all responsibilities of this position, and additional responsibilities and tasks will be assigned as needed.

Function/Duties of Position

Executive support for Chair, including but not limited to managing calendar, scheduling meetings, supporting projects, tracking due dates and information, and other administrative support as needed or requested.

Office management: Manages general administrative operations in the department. provides administrative support for the Department Administrator, faculty and department members as needed. Support on special projects, including but not limited to: space survey, equipment inventory, P&T coordination, annual faculty review coordination, annual Diversity Action Plan report, Emergency Action Plan updates. Identify and implement administrative process improvement opportunities to increase administrative efficiencies and provide value added services to the department.

Takes a primary role in planning and implementing the biennial Chemical Biology and Physiology conference. Responsibilities may include some or all of the following: schedule committee meetings, managing speakers, managing registration, managing sponsors, managing event communications, planning food, preparing venue, planning remote attendance, planning poster sessions, and coordinating any other event logistics. Staff the conference during the event, including evenings and weekends.

Manages the internship program, Chemical Biology and Physiology Summer Undergraduate Research Program (CBP-SURP). Coordinates the program advertising, application process, internship offers, intern onboarding, and stipend paperwork. Establishes the summer schedule of presentations, events, and social outings. Tracks program expenses, ensuring costs are within budget. Plans intern orientation. Leads the social outings as needed. Coordinates activities with other units on campus to expand attendance and opportunities. Plans the internship symposium culminating the program. Serves as primary contact for summer interns’ questions and assistance. Distributes, compiles and interprets program end surveys. Suggest improvements based on experience and feedback to improve future internship years.

Serves as direct supervisor of CPB Administrative Coordinator. Works with AC to overcome hurdles, prioritize tasks, and solve problems. Back up AC responsibilities as needed during absences or workload peaks.

Plans and organizes special and department events (ex. holiday party, department retreat, social hours, etc.). Organizes the logistics and attends events as needed to provide on-site coordination. Communicates details to department participants. Responsible for payment of expenses associated with events.

Manage faculty recruitments. Manage applications, communicates application status to applicants, tracks applications for completeness, invite selected candidates for interviews, arranges for travel and accommodations, plans the interview schedules, announces/advertises the candidate seminars and chalk talks, organize interview dinner. Supports the recruitment committees by distributing completed applications, scheduling meetings, and tracking decisions. Notifies candidates who were not selected for an interview. Tracks recruitment demographics for department equity and diversity data.

Manages the department website www.ohsu.edu/cpb. Seek out news and announcements to post on home page. Write news and content as needed, and/or identifies others to write content. Proactively posts publications. Maintain online seminar schedule and information, including past seminars. Propose and implement improvements to the website design and content.

Manages the weekly department newsletter, solicits information/announcements from department members for inclusion, surveys a variety of OHSU information outlets to identify relevant announcements to include, designs and writes the newsletter, distributes the newsletter department wide, archive newsletters.

Manages administrative functions of the Chemical Physiology T32 grant. Track T32 data. Supports the preparation of the T32 renewals and annual RPPRs.

Serves as back up for administration team members as needed as part of an integrated, cross-trained admin team.

Additional responsibilities as assigned by the Chair or Department Administrator.

Required Qualifications

• Bachelor’s degree AND 2 years of administrative office experience; OR 4 years of administrative office experience.
• Experience managing complex and/or large programs or projects.
• Experience supporting senior-level managers/chairs/VIPs.
• Experience planning large, complex events of 175 participants, including experience with all types of event logistics.
• Experience supervising others.
• Strong customer service and positive attitude in all personal interactions.
• Outstanding organizational skills, with timely follow-up demonstrated.
• Demonstrated sound judgement in making independent decisions relevant to the position.
• Strong computer skills, including Word and Excel, and proven ability to learn new software and systems.
• Experience maintaining websites, preferably in Drupal.
• Strong communication, both verbal and written, interpersonal, customer service and teamwork skills.
• Demonstrated success working independently and as a member of a collaborative team.
• Self-directed on responsibilities associated with the position, and ability to work with little supervision on delegated projects.
• Demonstrated success in prioritizing, organizing and handling multiple tasks and deadlines with little supervision.

Preferred Qualifications

• At least 5 years’ experience in administrative support, including time managing office operations.
• Experience working in a research environment and with faculty members.

Additional Details

• This is a 1.0 FTE position. Schedule is M-F, during normal working hours. Evening or weekend hours may be required occasionally throughout the year. Exact work schedule will be determined in coordination with supervisor.
• While a hybrid schedule is possible, this position must be in the Marquam Hill office 2-3 days each week, with the availability to work from home the remaining days. Days in the office must be flexible to meet various administrative responsibilities and needs.
• Office environment requiring extensive sitting and computer work. For days working from home, frequent use of video conference systems (WebEx and Teams) and messaging to remain connected and readily available to department/team members.
• General office environment with frequent interruptions, noises and interpersonal interactions.
• OHSU is a tobacco free environment, including buildings and outside properties.
• This position requires the ability to sit for long periods of time and heavy use of a personal computer along with other office equipment. Ability to travel across campus to the various department locations is required.

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 503-494-5148 or aaeo@ohsu.edu. As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.