Job Description

Department Overview:

The purpose of this position is to provide technical and administrative support primarily for Hatfield Labs but also admin support for Pathology Lab Services. Job responsibilities include all the duties and activities related to timekeeping, training, maintenance of records, inventory management, stocking supplies, word processing, database and reporting functions, and supporting the Hatfield Laboratory Management team, Technical Coordinators and Faculty.

Function/Duties of Position:

Clerical and administrative activities:

• Prepares assigned correspondence/memos, creates and updates mailing lists, phone lists, laboratory procedures, tables/charts/posters/forms, equipment maintenance log books, updates CV's, agendas, minutes, handouts, creates and manages spreadsheet files.
• Places calls and facsimiles, opens & distributes mail, photocopies.
• Maintains the document control system for Lab Services which includes converting Pro/Pol’s to the approved Healthcare Format and contiually updating the revision history and dates as they come due in MCN.
• Records and distributes meeting minutes.
• Manages calendars and coordinates meetings for faculty, managers, and staff.
• Provides new employee orientation for Pathology new hires as necessary.
• Maintains and updates Continuing Education spreadsheet for the Pathology department.
• Manages, uploads and files educational degrees and renewed certifications into Oracle’s Qualifications Manager database.
• Uploads personnel files to software program for lab employees
• Update bulletin boards in each lab section quarterly with quality data, or as needed.
• Upload SDS to MSDSonline for all lab sections

Supply and Waste Coordination:

• Assists Purchasing Coordinator with inventory and ordering of supplies for the laboratory. Performs follow-up to obtain status of purchase orders when necessary.
• Assists Purchasing Coordinator with obtaining quotes for products and services.
• Acts as backup for purchashing agent, submitting Reqs are needed
• Unpacks and puts away deliveries.
• Receives CAP PT Shipments and updates tracker
• Receives purchase orders in Oracle.
• Coordinates waste and recycling pick up.

Timekeeping and other duties:

• Performs timekeeper duties for the Core Lab, Transfusion Services, and CHH2 Lab.
• Provides timekeeper duties for other lab sections as necessary.
• Provides troubleshooting support between staff and Payroll or Human Resources.
• Creates Kronos timekeeping reports for management as necessary.
• Provides instruction on using the Kronos timekeeping system to new employees.

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.

Job Related Knowledge, Skills and Abilities (Competencies):

• Ability to follow written and oral instructions accurately, and operate and maintain standard office equipment.
• Ability to initiate process improvements to improve work flow and work accuracy in the section.
• Ability to demonstrate performance of job duties to trainees.
• Ability to interact with a variety of clients including vendors, doctors, nurses, laboratory staff and patients, and to maintain a customer service focus at all times.
• Ability to work independently within established guidelines; to adjust to rapidly changing priorities; to communicate and work effectively in a group.

Preferred Qualifications:

• High school diploma and at least two years of college lab science courses, plus one year of college math or computer courses; OR
• High school diploma and two years of clinical lab experience; OR
• High school diploma and successful completion of a Lab Assistant Training Program including clinical lab experience
• Two year’s experience in a clinical laboratory including: sample receipt and processing; multi-line phone use; billing; Oracle, and LIS/HIS use.

Job Related Knowledge, Skills and Abilities (Competencies):

• General knowledge of laboratory terminology, equipment, materials and techniques, and safety.

Additional Details:

Positions in the laboratory and environs may require working flexible schedules including nights, weekends and holidays; working at multiple laboratory or hospital sites; traveling between laboratories and sites by stairs, elevator, tram, shuttle or other means; exposure to blood and body fluids, chemical hazards; working in a somewhat noisy and crowded environment; wearing gloves and other Personal Protective Equipment for long periods of time.

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.

Job Tags

Holiday work, Full time, Traineeship, Flexible hours, Night shift,

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