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Executive Specialist
US-OR-Portland
Job ID: 2025-34662 Type: Regular Full-Time # of Openings: 1 Category: Administrative/Office Support Portland, OR (Marquam Hill)
Overview
Key Responsibilities & Performance Standards Supports Office of the Division Head Coordinates Department Head's calendar/schedule and provide support for all lectures, letters of reference/supportfaculty evaluations, and various requests/documents that come to the attention of the Division Head.Updates and maintains Division Heads CV, Biosketches, proofreads, helps prepare slides, design graphics/charts for presentations, Drafts and/or provides feedback on design/creation of specific documents and workflow's.Primary contact for iExpense reimbursements and travel reimbursements for Division Head. Scheduled all meetings for Division Head and keeps records of the discussions. Arrange for students/med students/visiting scholars.Maintain Team database: contact lists, equipment lists.Serve as main contact for vendorsAssists admin. team as needed during periods of transition and high-volume workload.Collaborates with Program Technician and or Admin Coordinator to maintain Research Website and back up for Division/Clinic websiteResearch related support to Division Head and Research Project ManagerKeep track of internal and external communications and deadlines for funding opportunities, training opportunities, and important updates to clinical researchHelp with progress reports as needed for external sponsors and internal projectsUpdating other research profile managementAssist with building and launching a Clinical Trials AcademyActively maintains competency and relevant certification.Ensures that team certifications and trainings are up to dateHelp to organize research-related meetings with both international and national attendeesEnsures proper handling/distribution of manuscripts (PubMed Central)May assist with creating drafts responses to sponsors, programs and external agencies when needed to support project team or inform/enforce departmental or institutional policy.Collaborates with Research Project Manager in ensuring project deliverables are met within the timeline and budget for current initiativesCollaborates with Research Project Manager in identifying success factors and measurements for projects to ensure projects are delivered within scope and within budget.Support database development, quality control, and cleaning. Assists with Grant Writing/Development: Review application requirements and create checklists, prepare administrative forms for application (forms F), Create infographics/tablesOther duties as assigned Responsibilities
Four years of secretarial or executive assistant experience; OR An Associate's degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience; OR A Bachelor's degree and two years of secretarial or executive assistant experience; OR An equivalent combination of training and experience. Qualifications
A bachelor's degree and a minimum of 2 years of executive assistant experiencePreferably experience in an academic medical office setting and medical research office settingExperience with managing/coordinating a Continuing Medical Education (CME) or similar program Leadership/management training preferred Equal employment opportunity, including veterans and individuals with disabilities.
