Project Executive Assistant
Portland VA Research Foundation - Portland, OR

This job posting is no longer available on Portland VA Research Foundation. Find similar jobs: Project Executive Assistant jobs - Portland VA Research Foundation jobs

PORTLAND VA RESEARCH FOUNDATION Project: Scientific Resource Center (SRC) The SRC is an Agency for Healthcare Research and Quality (AHRQ) Effective Health Care (EHC) Program-supported research program of the Portland VA Research Foundation. The SRC assists AHRQ in developing a research agenda for outcomes, comparative effectiveness reviews (CERs), and appropriateness of pharmaceuticals, devices, and health care services as well as providing methodological support to the 11 Evidence-based Practice Centers (EPCs) in North America. Activities include: program coordination, research topic selection and development, scientific, technical and methodologic support for systematic reviews and outcomes research, collaboration with partners and stakeholders, development of Effective Health Care Program tools, and support for and development of methods to advance comparative effectiveness research. Job Title: Project Executive Assistant The Project Assistant provides full-time administrative support to the SRC project and executive support to the Director.

The Project Executive Assistant professionally performs a variety of essential administrative and technical functions, including but not limited to implementing policies, procedures, and systems to ensure efficient project operations; scheduling, planning, and setting up meetings; carefully tracking information; coordinating travel; ensuring program partners receive exceptional customer service; serving as purchasing contact for project staff; writing, proofreading and editing scientific and lay materials; and assisting with routine financial forms, queries, and data entry. The position is demanding and the project assistant must be able to work with frequent interruptions. A high level of independence, judgment, and teamwork is required. Supervisor: Project Manager FTE: 1.0 FTE; Salary range $19.00 - $25.00; Monday - Friday (some nights/weekends) Functions/Duties of Position: 1.

Assist Project Manager to facilitate efficient project operations: a. Assist with tracking deliverables, timelines and project reporting, and managing project calendar. b. Assist with coordination of project meetings, including scheduling meetings based on each participant's availability, send meeting notices and confirm attendance.

Prepare meeting materials including agenda and hand-outs/reference documents. Take meeting minutes, track action items, type minutes and distribute to meeting attendees for their reference. Content of meetings is heavily scientific in nature and are often multi-center conference calls. c.

Organize and maintain paper and electronic filing systems for project process documents. d. Assist with the coordination of a semi-annual national research meeting. e.

Manage inventory of equipment and office supplies; assists with purchasing f. Serves as point of contact to staff for essential office functions (computer, fax, copier) g. Assist with HR documentation as needed 50% 2. Provide administrative support to the Director by organizing email, tracking follow-up items, and managing calendar; maintaining CV; assisting with the development of power point presentations; and assisting in the preparation of manuscripts for peer-reviewed publication, including editing, citation management, and the formatting of tables and figures.

25%3. Work with project leadership to schedule ad-hoc project meetings and teleconferences, compose meeting minutes and track action items, and format and assemble meeting materials, presentations, and other documents as requested.15% 4. Arrange travel; and process travel authorizations and reimbursements for project staff according to VA regulations. 5% 5.

Other duties as assigned 5% Job Requirements Required: Five years executive assistant; OR A Bachelor's degree and two years executive assistant; OR An equivalent combination of training and experience. Ability to prioritize and complete a high volume of tasks by deadline. Ability to anticipate needs and problem solve. Excellent analytical and organizational skills.

Ability to work independently and as part of a team while being collaborative in resolving problems. Advanced skills in Word, Excel, PowerPoint and Outlook. Outstanding communication skills, both written and verbal. Excellent customer service skills provided through electronic communication.

Ability to use tact and diplomacy to maintain effective working relationships. Ability to maintain strict confidentiality. Expert knowledge of English usage, grammar, spelling and punctuation. Patient, dependable, conscientious and efficient.

Preferred: Bachelor's degree or above. One or more years working in academic/research/health care environment. Two or more years of processing high-volume travel arrangements in a government or similar environment. Two of more years of preparing manuscripts, including editing, citation management, and formatting of tables and figures.

Proficiency with Access, Adobe Professional, Photoshop, Illustrator, and Endnote Supervisory Responsibilities: None Working Conditions: Primarily indoor office environment; requires work hours beyond standard office hours as needed. The position requires that work be conducted on site during regular business hours; telecommuting is not a viable option. Physical Demands and Equipment Usage: 1. Ability to: a.

Sit for long periods of time in an office environment or meeting setting b. Move about between meetings and across campus c. Lift and carry 20 pounds 2. Significant use of personal computers