Expeditor (Administrative Assistant)

Department Overview

OHSU is Oregon’s only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington. We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health – and with a network of campuses and partners throughout Oregon. We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding. We are a statewide economic engine and Portland’s largest employer. And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state.

This position provides Administrative and Dispatching support to the Environmental Services Department. They are the primary contact for effectively handling daily in-bound calls, emails, pages and supporting timely and accurate coordinating EVS cleaning requests. The individual who holds this position exemplifies the OHSU mission, vision and values and acts in accordance with OHSU policies and procedures.

Function/Duties of Position

Operations:

• Answering and dispatching all EVS 24/hr pager requests. Assists with dispatching EVS techs where needed. Manages heavy call volume through the shift.
• Familiar with numerous guidelines, instructions, regulations, manuals and procedures.
• Must work with multiple supervisors and admin staff on multiple shifts.
• Must be able to communicate in a manner which conveys a level of graciousness and professionalism representing the EVS department.
• Communicate in person and over the phone with a wide variety of individuals including employees, patients, patient family members and disgruntled staff members. Defuse upset persons using good communication skills.
• Must communicate effectively with Mission Control team.
• Attends Mission Control Huddle.
• Maintains a working knowledge of the hospital bed tracking system (Epic) and and notifies supervisors of issues, tracks and sends information for breaks and lunch times of EVS staff.
• Uses epic to manage bedflow to assign beds, page EVS techs and monitor delayed breaks and lunches.
• Maintains a working knowledge of GE Tiles and reports response times to supervisors.
• Uses GE tile to manage bedflow and bed prioritization.
• Uses GE tile to monitor and report to supervisors on delayed transit times, and delayed cleaning times.
• Daily Reporting out to EVS leadership using EVS Expeditor Worksheet
• Able to work independently, using judgment to make decisions or select a course of action based on OHSU policies, and procedures within the department operations.

Reporting:

• Uses Epic software to pull reports and extract data. The data is then manipulated and put into Excel spreadsheets to manage response, clean, room turn times and break and meal times.
• Uses GE Tile software to pull reports and extract data.
• Creates and maintains routine spreadsheets, track various EVS projects. Create or revise evs procedures to improve and expedite work flow. Create spreadsheets using data from Epic for reporting purposes.

Quality and Safety:

• Assist staff compliance to the standard work by monitoring and reporting to supervisors.
• Submit work orders for maintenance repairs as needed.
• Demonstrated ability to manage sensitive information regarding employees and patients at OHSU

Other duties and responsibilities as assigned.

Required Qualifications

• Two years of general office or secretarial experience; OR 
• An Associate’s degree or certificate in office occupations or office technology and one year of general office or secretarial experience; OR 
• A Bachelor’s degree and one year of general office or secretarial experience; OR 
• An equivalent combination of training and experience.
• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. 

Preferred Qualifications

• Bachelors Degree
• 1 years EVS Technician experience
• 1 year Lead worker experience
• 2-3 years use of a computer in a workplace setting.
• 6 months-1 year Epic Experience
• Knowledge of Microsoft Office programs

Additional Details

Busy enviroment with a lot of interuptions, multiple demands and people interactions. Must demonstrate

regular attendance by coming to work on scheduled working days. Must be able to work independently and

get along with all staff, visitors and patients

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.