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Providence Health & Services Administrative Assistant 2 - The Swindells Center in Portland, Oregon


Providence is calling an Administrative Assistant 2 to the Swindells Center (0.6 FTE, Days) at the Providence Child Center in Portland, OR

We are seeking a Administrative Assistant 2 with minimal supervision, that will provide administrative secretarial support for the programs of the Providence Swindells Resource Center. Coordinates special projects as assigned. Will be required to work with confidential materials in support of Director. Provides professional secretarial support to Program Managers. Must have strong computer, written and verbal communication skills, organization and the ability to balance and coordinate multiple projects and deadlines.

In this position you will have the following responsibilities:

  • Provide computer and secretarial support for the Department Director and Program Managers

  • Independently responsible for responding to and routing telephone calls for Director and Managers

  • Maintain and administer Director's calendar, including scheduling of appointments

  • Arrange and manage travel for Director and program managers

  • Coordinate scheduling of meetings, preparation of agendas and other meeting materials, and writing/distributing meeting minutes, tasks may also include reserving conference rooms, coordinating schedules and ordering catering and equipment, as needed

  • Understand department functions sufficiently to independently research and recommend solutions to team processes and identified problems, including troubleshooting various software issues

  • Create, maintain and revise departmental filing systems

  • Understand and manage budget records, processing requisitions and invoices

  • Document, spreadsheet and presentation preparation/editing in Microsoft Office programs as directed by the supervisor

  • Coordinate onboarding of new department employees

  • Assume responsibility for evaluating and recommending improvements of the functions within span of responsibility

  • Demonstrate ability to handle multiple responsibilities and to shift priorities quickly, in an accurate manner, amidst an environment of constant interruption and demands.

  • Identify own learning needs

  • Attend in-services as required and as needed for personal/professional growth

  • Act as communication liaison between department director and managers and staff as needed


Required qualifications for this position includes:

  • Coursework/Training: One (1) year college coursework and/or formal secretarial training

  • Two (2) years secretarial experience

  • In compliance with the Oregon Child Care Division, criminal history registration is required for this position, based on assigned duties

  • In Compliance with the Department of Human Services (DHS), a criminal background check is required for this position

About Providence in Oregon

As 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

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence Health & Services is a not-for-profit Catholic network of hospitals, care centers, health plans, physicians, clinics, home health care and services guided by a Mission of caring the Sisters of Providence began over 160 years ago. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Part-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: Oregon-Portland

Req ID: 263295