Health Equity Support Services (HESS) Administrative Specialist

Initial Posting Date:

02/04/2025

Application Deadline:

02/16/2025

Agency:

Oregon Health Authority

Salary Range:

$4,853 - $6,469

Position Type:

Employee

Position Title:

Health Equity Support Services (HESS) Administrative Specialist

Job Description:

Attention Current State of Oregon Employees: To apply for posted positions, please close this window, log into your Workday account, and apply through the Career worklet.

The Administrative Specialist serves as the primary administrative coordinator, managing both on-site and off-site logistics while ensuring seamless administrative support for OSH Health Equity Support Services (HESS) team members and other Oregon State Hospital (OSH) staff. This role is pivotal in facilitatingpublic services and fostering operational efficiency.

Reporting directly to the HESS Manager, this position plays a key role in aligning with Oregon Health Authority (OHA) strategic priorities—particularly embedding health equity into every aspect of OSH and OHA operations. The Administrative Specialist takes ownership of critical administrative projects, acting as a go-to resource and problem solver for OHA staff, community partners, the public, and contractors.

This position provides confidential administrative support, addressing staff and patient concerns related to culturally and linguistically appropriate services, equity initiatives, and compliance standards. It also involves collaboration with other support roles across OSH and OHA to ensure smooth integration of equity-focused policies and procedures.

Success in this role requires exceptional judgment, organizational expertise, and problem-solving skills. The specialist must navigate complex policies and procedures, adapting to dynamic circumstances where clear directives may be absent or where guidance from various entities may be misaligned. The ability to proactively interpret, implement, and reconcile policies is essential to maintaining operational integrity and advancing OHA’s mission of health equity and inclusion.

What You Will Do

This position provides administrative support for the Admissions Department at both the Salem and Junction City campuses. Key responsibilities include:

Admission Office Support

• Assist in daily office operations and administrative tasks.

• Answer phones, manage electronic documentation, and maintain patient records.

• Assist the property specialist with patient belongings.

• Coordinate transportation with external agencies.

• Send notifications to clinical staff regarding admissions and patient status.

• Maintain and organize confidential electronic and paper files.

• Enter, maintain, retrieve, and update patient data using Avatar and other systems.

• Work with internal and community partners to gather necessary information for patient admissions, transfers, and discharges.

• Assist in tracking data collection and generating reports for admissions leadership.

General Administrative Responsibilities

• Coordinate schedules, meetings, and appointments.

• Prepare and distribute forms, reports, and correspondence.

• Provide front-office coverage, assisting visitors, staff, and external partners.

• Maintain office equipment and supplies.

• Ensure compliance with OSH policies, OARs, ORS, and admission guidelines.

Work Environment & Physical Demands

• The role involves moving around the hospital to attend meetings and assist staff.

• Regular interaction with patients, clinical teams, external agencies, and family members.

• May require standing, walking, and lifting office supplies or patient belongings.

• This role requires strong problem-solving skills, as issues may not always have clear guidance or established solutions.

What’s in It for You?

We offer a workplace that balances productivity with enjoyment, fostering a culture of respect, dedication, and teamwork. Benefits include:

• Full medical, vision, and dental coverage

• Paid time off (vacation, sick leave, personal leave)

• 10 paid holidays per year

• Pension and retirement plans

• A mission-driven environment dedicated to health equity and patient-centered care

Minimum Qualifications

• Two years of general clerical experience, including keyboarding, word processing, or document generation; OR

• An associate degree in any field; OR

• An equivalent combination of education and experience.

Preferred Skills & Attributes

• Experience working in healthcare, social services, or government settings.

• Strong organizational skills and attention to detail.

• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams, SharePoint).

• Experience using electronic health records (EHR) or HRIS systems.

• Ability to work in a fast-paced, high-stakes environment.

• Strong interpersonal and communication skills.

• Commitment to diversity, equity, and inclusion.

How to Apply

Complete the online application via Workday.

Attach a cover letter (required).

Attach a resume (required).

Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.

Additional Information

• Application Process: All communication will be sent via Workday. You must have a valid email address.

• Veteran’s Preference: Veterans may receive preference. Click here for details.

• Work Authorization: We do not offer VISA sponsorships or transfers at this time.

• Background Check: Employment is contingent upon passing a criminal background check, abuse check, and driving records check.

• Drug Screening: A pre-employment drug test is required.

For application assistance or accommodation requests under the Americans with Disabilities Act, contact Melissa M. Perez at [503-209-7058] (TTY 711) or melissa.m.perez@state.or.us.

Additional Information

• Please monitor your Workday account, as all communication will be sent to your Workday account. You must have a valid e-mail address to apply.

• If you are a veteran, you may receive preference. Click here for more information about veterans’ preference. If you checked that you are a veteran, we will ask you for your documents later in the process.

• We do not offer VISA sponsorships or transfers at this time – unless specifically noted. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

• If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.

• Candidates who are offered employment at the Oregon State Hospital must satisfactorily pass a pre-employment drug test.

• Please only attach documents that are related to the position. Additional documents that are attached will not be reviewed.

• Applicant Help and Support webpage

The Oregon Health Authority is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience, and training for this position. (critical elements of process).

The Oregon Health Authority is an equal opportunity, affirmative action employer committed to work force diversity.