Administrative Assistant

Department Overview

Supply Chain & Logistics (SC&L) provides strategic sourcing, procurement, contracting, inventory management, distribution, logistics, print services, supplier management, and operational support services for OHSU. The department is responsible for ensuring the timely, cost-effective, and compliant acquisition, management, and distribution of goods and services that support OHSU''s clinical, academic, research, and administrative missions.

The Administrative Assistant provides operational support for OHSU's Copy Center program, delivering centralized print, production, document, and customer service solutions that support clinical, academic, research, and administrative departments across the organization. This position serves as a primary point of contact for Copy Center customers and is responsible for coordinating print production services, processing customer orders, maintaining billing and production records, managing consumable inventories, and supporting the organization''s fleet of multifunction devices (MFDs).

Function/Duties of Position

Customer Service and Program Support

• Serve as the primary point of contact for Copy Center customers and provide exceptional customer service to clinical, academic, research, and administrative departments.
• Consult with customers regarding print, production, and document service needs; coordinate requests; maintain customer account information; and ensure timely resolution of service issues.
• Support internal and vendor-provided solutions while maintaining compliance with OHSU standards and procedures.

Print Production & Order Management

• Process and fulfill print, copy, scanning, laminating, binding, finishing, poster, and related production requests.
• Coordinate large-scale or specialized projects with approved vendors when necessary.
• Ensure all work is completed accurately, on schedule, and in accordance with customer specifications and quality standards.

Multi-Functional Device (MFD) Fleet Support & Vendor Coordination

• Support OHSU's fleet of MFDs by assisting users with basic troubleshooting, coordinating service requests, maintaining fleet account information, collecting and validating meter data, supporting billing processes, and partnering with vendors to achieve service and uptime expectations.
• Assist with device installations, relocations, and equipment change requests.

Inventory & Supply Management

• Monitor and maintain inventories of toner, paper, and production supplies.
• Track usage, maintain inventory records, coordinate replenishment orders, and ensure adequate stock levels to support uninterrupted operations.

Other

• Participate in departmental initiatives, process improvement efforts, training activities, documentation updates, and other duties assigned by leadership.

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.

Knowledge, Skills, and Abilities

• High customer service, the ability to follow through while maintaining multiple tasks, accurate data entry, and demonstrated inventory control skills.

• This person must also be self-motivated and able to move around campus daily with limited supervision.

• The ability to lift and move up to 50 lbs. regularly is also required.

• This person must possess demonstrated technical aptitude, intermediate math skills, cash-handling experience, and the ability to read, interpret, and understand contracts.

Preferred Qualifications

• Experience in digital print production, copy center operations, document management services, or multifunction device (MFD) support.

• Experience working with print vendors, production equipment, inventory management systems, billing systems, or service ticketing platforms.

• Knowledge of print production processes and document services.

• Ability to learn and operate print production equipment and MFD technologies.

• Experience in maintaining records, inventories, and billing information with a high degree of accuracy.

• Current Oregon Notary Public commission or ability to obtain certification within six months of hire (OHSU will pay for this).

• Please note: May provide notary services for OHSU employees and students for approved business, academic, and administrative documents, including grant applications, graduate school applications, employment verification forms, affidavits, and certified copies.

• Notary services are not provided for patients, patient representatives, healthcare-related documents, advance directives, medical records, powers of attorney, or other documents associated with patient care or healthcare decision-making.

Additional Details

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Vacation - up to 200 hours per year dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and national businesses.

Why apply to OHSU?

We are Oregon''s only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland''s largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu