Executive Support Specialist – Limited Duration (17 months) – 2 positions

  • Oregon Health Authority
  • 800 NE Oregon Street, Portland, OR
  • Apr 16, 2021
Full time Administrative Assistant

Job Description

REQ-62698

Close date: 4/28/2021

Salary: $3211 - $4871 per month

Location: Portland, OR

 

These are a full-time, limited duration, classified positions which are represented by a union.

The Oregon Health Authority (OHA), Public Health Division (PHD), Office of the State Public Health Director (OSPHD) in Portland, OR is recruiting for two Executive Support Specialists to provide executive administrative support to executive leadership in the Office of the State Public Health Director. The Office of the State Public Health Director guides the strategy, operations, and policy of public health programs within the division, and assures an effective and coherent public health system for Oregon.

NOTE: Approximately 1-2 days a week work will be conducted remotely at an alternate worksite with full access to the needed operating systems and technology.  However, 3-4 days a week, the work will need to be conducted at the central work location listed in this announcement, the Portland State Office Building located at 800 NE Oregon Street, Portland, OR 97232. Work location can be changed at any time at the discretion of the hiring manager.

What will you do?
As the Executive Support Specialist, you will perform special projects in support of those positions to assist in preparing for meetings, presentations, travel, and tracking follow-up on problems or issues across the division. You will review incoming work, set priorities to expedite workflow, and review progress of work with Public Health Division managers and staff to ensure proper deadlines. You will analyze material provided in response to requests from the directors to ensure completeness and accuracy.

In this position, you will manage the flow of written and oral information for the directors with internal and external customers, including analyzing the quality and timeliness of work to ensure that materials needed for decision-making are collated and available. You will track and triage calendar requests, develop agenda, keep minutes for meetings, and follow up on issues. In addition, you will perform short-term special projects on behalf of the Office of the State Public Health Director in support of the division. These positions serve as general resources and administrative problem solvers to staff at all levels of the Office of the Public Health Director both internally and externally.

What's in it for you?
The public health division is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace. We are committed to racial equity as a driving factor to improve health outcomes for all communities that experience inequities.

We offer full medical, vision and dental benefits with paid sick leave, vacation, personal leave and 10 paid holidays per year plus pension and retirement plans. If you are an experienced executive support specialist, don't delay, apply today!

What are we looking for?

Requested Skills

  • Minimum qualifications: One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.
  • Experience setting up and facilitating public meetings virtually and in person.
  • Experience writing and implementing standard operating procedures.
  • Excellent written and verbal communication skills.
  • Experience presenting information to leadership.
  • Experience working independently and taking initiative, while collaborating and working in a team environment.
  • Experience researching and summarizing written information into an understandable and accurate final product.
  • Bilingual preferred but not required.
  • Experience with Excel, PowerPoint, Visio, Word, virtual meeting platforms and web publishing tools.
  • Ability to be in the office, stationed in Portland, at least 2 days a week.
  • Experience promoting a culturally competent and diverse work environment.

How to Apply

To view the announcement and apply, please copy and paste the following link:

https://oregon.wd5.myworkdayjobs.com/en-US/SOR_External_Career_Site/job/Portland--OHA--Oregon-Street/Executive-Support-Specialist--Executive-Support-Specialist-2-----Limited-Duration--17-months----2-positions_REQ-62698

URL

Salary

$3211 - $4871 per month