Overview
Administrative Assistant (Temporary position) Jobs in Portland, OR at Oregon Health & Science University
Purpose of the Job:
The Office Manager and Receptionist will play a dual role, managing the front desk of our law office while providing leadership and oversight to our administrative staff. This position requires a blend of excellent customer service skills, strong organizational abilities, and the capacity to handle managerial responsibilities. The successful candidate will ensure a welcoming and efficient office environment, manage daily administrative operations, and support the firm’s attorneys and staff in delivering top-tier legal services.
Key Responsibilities:
Receptionist Duties
Front Desk Management: Greet clients, visitors, and vendors in a professional and courteous manner to ensure a positive first impression.
Phone and Communication: Answer, screen, and direct incoming calls, emails, and inquiries promptly and courteously, taking detailed messages as needed.
Appointment Scheduling: Coordinate attorney and staff calendars, schedule client meetings, depositions, and court appearances, and manage conference room bookings.
Mail and Deliveries: Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and coordinate courier services.
Office Appearance: Maintain a clean, organized, and professional reception area that reflects the firm’s high standards.
Office Manager Duties
Administrative Oversight: Supervise and coordinate the work of administrative staff (e.g., clerks, paralegal assistants), ensuring tasks are completed efficiently and accurately.
Staff Management: Track employee absences, vacation requests, and sick leave; maintain attendance records and coordinate coverage as needed.
Issue Resolution: Serve as the primary point of contact for administrative staff complaints or concerns, resolving issues fairly and escalating to the Managing Attorney when necessary.
Resource Management: Monitor and order office supplies, equipment, and services (e.g., copier maintenance, IT support), ensuring the office operates smoothly.
Policy Implementation: Assist in developing and enforcing office policies and procedures to improve workflow and maintain a productive work environment.
Vendor Coordination: Liaise with vendors (e.g., cleaning services, IT providers) to ensure timely and cost-effective service delivery.
Required Qualifications:
Education:
High school diploma required; associate’s or bachelor’s degree in business administration or a related field preferred.
Experience:
Minimum of 3–5 years of administrative or office management experience, preferably in a legal or professional services environment.
Previous experience in a receptionist or front-desk role is highly desirable.
Skills:
Strong organizational and multitasking abilities.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Ability to maintain confidentiality and handle sensitive information with discretion.
Professional demeanor and ability to interact with clients and staff at all levels.
Physical Requirements:
Ability to sit, stand, and move around the office as needed.
Occasional lifting of office supplies or packages (up to 25 lbs.).
Performance Measures:
Goals:
Maintain a professional and welcoming office environment.
Ensure efficient administrative support and staff supervision.
Provide accurate and timely scheduling and resource management.
Competencies:
Strong attention to detail and problem-solving skills.
Ability to manage competing priorities effectively.
Adaptability to changing office needs and procedures.
Working Conditions:
Office-based role with occasional responsibilities requiring flexibility in hours.
Fast-paced professional environment with frequent client and staff interactions.
Title: Administrative Assistant (Temporary position)
Company: Oregon Health & Science University
Location: Portland, OR
