Administrative Assistant - Community Outreach

About the Department

The Casey Eye Institute at Oregon Health & Science University (OHSU) is a leading academic medical center specializing in comprehensive eye care for all ages in the Pacific Northwest. Since 1945, OHSU has combined research with patient care to advance understanding and treatment of eye diseases, earning a top 10% "High Performing" ranking nationally.

Position Overview

This role provides essential administrative assistance for the Casey Eye Community Outreach Program, supporting operations related to community and school-based vision screenings, research projects, and vision health education throughout Oregon and beyond.

Primary Responsibilities

• Register vision screening participants in the OHSU Epic system and schedule appointments.
• Index external orders into Epic for image interpretation and communicate screening results to patients.
• Input mobile and telehealth screening information into RedCap or other designated databases.
• File consent forms into Epic, RedCap, or other systems consistent with protocol compliance.
• Maintain accurate and timely data entry and updates to tracking systems to support reporting and program evaluation.
• Analyze program metrics and screening outcomes through database reports.
• Deliver excellent customer service to community members, volunteers, internal departments, and external partners.
• Provide flexible administrative coverage, embracing continuous improvements in operational processes.
• Prepare outreach materials including screening packets, consent forms, and training resources.
• Manage screening records in accordance with clinical and research guidelines.
• Handle purchasing of supplies for vision screening and office needs, including for international outreach.
• Assist with literature research and maintain EndNote reference files.
• Reconcile purchase cards, create purchase orders, and process reimbursement requests.
• Monitor and route program communications such as emails, faxes, and phone calls.
• Support additional projects and initiatives as needed to ensure effective program delivery.

Qualifications and Skills

• Education and experience options include two years of office experience; or an Associate’s degree with one year of office experience; or a Bachelor’s degree with one year of office experience; or an equivalent mix of education and work experience. Completion of the OHSU Administrative Internship program can substitute for one year of experience.
• Strong initiative and project completion skills.
• Excellent verbal and written communication abilities.
• High attention to detail, accuracy, and capacity to manage multiple tasks simultaneously.
• Team-oriented with collaborative work experience.
• Advanced proficiency with Microsoft Office applications such as Word, Excel, and PowerPoint.
• Ability to work professionally under deadlines, juggling concurrent priorities and interruptions.

Preferred Credentials

• Bachelor’s degree in any discipline or Associate’s degree with bilingual skills preferred.
• Experience in public health, community outreach, or program support roles.
• Familiarity with Epic, RedCap, or comparable electronic health record and database systems.
• Proven ability to independently manage work performance to meet expectations with minimal supervision.

Additional Information

The position is based at the Outreach Office on Marquam Hill in Portland and adheres to a Monday through Friday work schedule. Occasional travel within Oregon and less than 2% weekend work—typically with advance notice—may be required.

Institutional Commitment

OHSU is Oregon’s sole public academic health center, dedicated to patient care, pioneering research, and education of healthcare professionals. We are an equal opportunity employer embracing diversity and inclusion and actively seeking applicants from varied backgrounds to foster an anti-racist, multicultural environment. Reasonable accommodations can be requested.