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Providence Health & Services Administrative Assistant 3 in Portland, Oregon


Providence is calling an Administrative Assistant 3 (1.0 FTE, Days) to support the Foundations Department i n Portland , OR.

We are seeking an Administrative Assistant 3 who will provide administrative support to Regional Rehab Director, Sports Executive, and Regional Rehab Managers/Supervisors. Duties include a full range of administrative support services, office support services and associated special projects. Performs all duties in a manner that promotes team concept, contributes to the operational effectiveness of key individuals and promotes caring/respect for patients/caregivers/customers. Performs all duties with a minimum of direct supervision.

In this position you will have the following responsibilities:

  • Maintain department calendar and schedule for Director/Executive. Arrange for and coordinate meetings and other commitments, and make all travel arrangements. Resolve conflicts in a timely manner. Take a proactive approach to anticipating needs and ensuring Director/Executive is prepared for meetings and other events, as needed. Assist with creating and distributing agendas and other materials, as needed.

  • Demonstrate positive interactions with the public and positive interpersonal relations in dealing with fellow employees, managers, and other department employees, so that productivity and positive employee relations are maximized.

  • Maintain confidentiality of all information related to the health system, staff, and as appropriate, other information.

  • Exercise independent judgment and decision making.

  • Compose and type correspondence, memos, letters, schedules, reports, presentations and other projects. Prepare correspondence for review and signature. Route or answer general inquiries not requiring the Director or Executive attention.

  • Greet and respond to individuals who contact the department office by phone, in person, or via email providing information and assistance, or making appropriate referrals to others.

  • Serve as liaison for supervisors, managers, administrative staff, medical staff and others, relaying messages and gathering information.

  • Responsible for external contacts with various representatives or organizations outside the health system regarding schedules, communications, and confidential matters.

  • Order supplies, receive and distribute department mail, prepares outgoing mail and perform other clerical duties as required.

  • Maintain files, correspondence and related materials for administrative and departmental requirements.

  • Compile and maintain various statistical reports.

  • Establish and promote positive working relationships both within the department and throughout the health system.

  • Assume responsibility for ordering and distributions of cards, gifts and flowers associated with Christmas, birthdays, sympathy and other occasions.

  • Take and transcribe minutes for various meetings, as needed. Track commitments made by executive or staff during meetings and arrange for implementation or staff follow up.

  • Act as IS liaison by entering IS requests and following up on their completion.

  • Help to maintain department Shared drive and SharePoint sites.


Required qualifications for this position include:

  • Two (2) years of college or business school training or equivalent educ/experience

  • Five (5) years Successful administrative or executive level technical and secretarial support experience.

  • Demonstrated experience in Microsoft Office, including PowerPoint.

Preferred qualifications for this position include:

  • Access experience.

  • Related experience in a healthcare setting.

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: Full-time

Shift: Day

Job Category: Compliance

Location: Oregon-Portland

Req ID: 251897