Administrative Assistant (Administrative Specialist 2) Job Share (Permanent full-time position)

Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

Position Title:

Job Description:

If this opportunity aligns with your strengths, background, and commitment to fostering inclusivity, we encourage you to apply! At the Oregon Health Authority (OHA), we value diversity and encourage applicants from all backgrounds and experiences to help us build a stronger, more equitable future for all.

Opportunity Awaits, Apply Today! – [Administrative Assistant (Administrative Specialist 2) Job Share

This position requires a completed Workday application, resume and cover letter, the cover letter will need to address how you meet minimum qualifications, and the desired attributes listed in this job posting. Candidates will be declined who don’t follow these instructions.

The role will be divided between two employees:

• Employee A will work 50 % of a standard 40-hour work week, equating to 20 hours per week.
  • Employee A will work Monday – Friday 8 AM – 12 PM
• Employee B will work 50 % of the same work week, equating to 20 hours per week.
  • Employee B will work Monday – Friday 1 PM – 5 PM
• Together, the two employees will collaborate to fulfill the responsibilities of the position, ensuring seamless coverage and effective teamwork.

The primary purpose of this position is to assist the Enterprise Delivery Governance and Engagement (EDGE) unit, which now encompasses the Enterprise Architecture and Project Solutions teams, Business Relationship Managers, Business Account Managers, by providing administrative services. This includes assisting the section manager and IT Director in applicable tasks and resource tracking related to administrative functions.

The Enterprise Delivery Governance and Engagement (EDGE) unit, which now encompasses the Enterprise Architecture and Project Solutions teams are a member of the OIS Executive/Leadership team. This position will establish and maintain administrative standards, policies, procedures and workflow to ensure project related timeframes and deadlines are met. This position deals with sensitive issues and information that requires confidentiality; the individuals and situations involved must be handled with tact and diplomacy.

For a full review of the position description, please click here.

What We Are Looking For

Minimum Qualifications: These qualifications must be reflected in your application for consideration.

(a) Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

(b) An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

(c) An equivalent combination of education and experience.

Desired Attributes: The following are desired attributes that we have identified as key to success for this role at OHA. These are the attributes we are looking for in our top candidate. If you have any of these, please let us know in your application.

• Outstanding customer service and interpersonal skills
• Reliable and dependent
• Strong and accurate written and verbal communication skills
• Flexibility to adapt to a rapidly changing and at times non-routine work environment
• Experience with organizing, coordinating, and communicating minutes and details of meetings
• Strong organizational skills
• Strong Word, Excel, and Outlook calendaring skills
• Ability to work independently and as part of a team

Preference Statement: Preference may be given to candidates with demonstrated experience coordinating meetings and managing related logistics in a fast‑paced, dynamic work environment.

Application Guidance

Your candidate profile and application are your opportunity to showcase your skills and interest in this role. Submissions will be reviewed for clarity, consistency, and communication skills, and for alignment with the guidance provided in the below:

Submission Requirements:

• Resume – Attach your current resume that clearly outlines your education and work experience relevant to this position.
• Cover Letter – A cover letter is required, it will be reviewed and considered during the review and selection process.
• Supplemental Questions – Answer all supplemental questions completely and accurately.
• Final Check! – Before submitting, confirm that all required materials are included, and your Workday Job History is current. The information in your application will be used to complete an Equal Pay Analysis to determine salary placement upon hire. Visit the Equal Pay Analysis Webpage for more information.

How to Apply:

• External Candidates:  Visit the State of Oregon job opportunities webpage or click the “Apply” tab above to submit your application, following all submission requirements.

• Internal Candidates: Current State of Oregon employees must apply through their employee Workday login, following all submission requirements.

After You Apply:

• Complete any pending tasks in Workday under “My Applications” prior to the application deadline.
• Check your email (including junk folder) and Workday inbox regularly for updates on your application.

Reminders:

• Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. To protect your information and ensure correct processing, please follow the instructions for submitting your Veterans’ Preference documentation.
• Please download and save a copy of this job announcement and linked position description, as it is not available after the application deadline.

About the Team & Benefits of Joining

We offer a workplace that balances productivity with enjoyment; promotes an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate with a team of bright individuals to work with and learn from.

• If you're driven by the passion to do something meaningful that changes lives, the Oregon Health Authority is the place for you. We also offer a competitive benefits package including:
• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

Additional Details

• This announcement is for [2], part-time, permanent, SEIU represented, Administrative Assistants (Administrative Specialist 2) based in Salem, Oregon.
• This is a hybrid position. “Review Section 4: Working Conditions” in the position description (linked above) for more information.
• Employment is contingent upon a criminal records check and a driving records check that meets OHA criteria at the time of hire and throughout employment.
• The salary listed is the non-PERS qualifying range. If the successful candidate qualifies for PERS, the salary range will increase by 6.95%. For more information, see the Classification and Compensation page.
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process.
• This position does not provide visa sponsorship. Within three days of hire, you will be required to complete I-9 documentation and confirm authorization to work in the United States. OHA will use E-Verify to verify work authorization. If your employment eligibility depends on sponsorship now or in the future, you will not meet the requirements for this position.
• We evaluate candidates based on their own skills and experience. Unless explicitly approved, outside resources – including Artificial Intelligence (AI) tools – are not permitted during assessments or interviews. Use of unauthorized resources will disqualify a candidate from further consideration.

Contact Information
Recruiter: Kyle Phillips
Email: [email protected]
Phone (text friendly): 503-509-3589

Accommodation Requests (ADA): OHA provides reasonable accommodations under the ADA, which may include alternative formats of materials or language support. If you need an accommodation to apply for this position or participate in the selection process, please contact the recruiter listed above.

Helpful Links & Resources

How to Set Job Alerts | Workday Applicant FAQ | Oregon Health Authority | Facebook | Instagram | LinkedIn | Veterans Resources | What You Need to Know to Get the Job

The Oregon Health Authority is an affirmative action and equal opportunity employer, committed to fair employment practices and pay equity for all employees. We do not discriminate based on protected class – including race, sex, veteran status, disability, age, color, religion, national origin, marital status, or sexual orientation – and does not screen applicants based on current or past compensation. Salary is determined through a fair review of your education, experience, and training as it relates to the position.

OHA is an anti-racist organization working to eliminate health inequities and dismantle structural barriers that impact underserved communities. Join us in advancing our Strategic Plan and building a more equitable Oregon.