Management Support Specialist (Executive Support Specialist 2) – (Hybrid)

Initial Posting Date:

02/04/2025

Application Deadline:

02/11/2025

Agency:

Oregon Health Authority

Salary Range:

$4,207 - $5,842

Position Type:

Employee

Position Title:

Management Support Specialist (Executive Support Specialist 2) – (Hybrid)

Job Description:

The Oregon Health Authority (OHA), Public Health Division (PHD), Office of the State Public Health Director (OSPHD) located in Portland, Oregon, is seeking a Management Support Specialist. This position provides confidential executive administrative support to the Interim Deputy Director and is responsible for managing special projects that assist with meeting preparation, presentations, travel arrangements, and tracking follow-up on various projects within the Division.

This is a full-time, permanent, classified position and is represented by a union, SEIU Human Services.

What will you do?

As the Management Support Specialist, you will review incoming work, establish priorities to enhance workflow efficiency, and assess the progress of tasks alongside managers and staff within the Public Health Division to ensure adherence to deadlines. You will also evaluate materials submitted in response to requests from the Interim Deputy Director to verify their completeness and accuracy. This role involves managing the communication flow—both written and verbal—between the Interim Deputy Director and internal and external partners, ensuring that the quality and timeliness of work meet the requirements for effective decision-making.

Additionally, you will track and prioritize calendar requests, develop meeting agendas, maintain minutes for meetings related to the Policy and Partnerships Team, and follow up on policy or operational issues. You will also undertake short-term special projects assigned by the Interim Deputy Director. In this capacity, you will serve as a valuable resource and problem solver for staff at all levels within the Office of the Public Health Director, both internally and externally.

What we are looking for:
Minimum Qualifications:

One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Desired Attributes:

• Experience in Microsoft Office Suite at an advanced level.
• Experience utilizing TEAMS and webinars for conducting remote meetings.
• Experience with web content editing.
• Experience in accurately recording meeting minutes for councils and workgroups.
• Experience in the principles and practices of executive administrative support.
• Experience and knowledge of state, local, and federal government systems and operations.
• Demonstrate positive and professional relationship with internal staff and external partners, fostering a customer service-oriented approach.
• Experience creating, promoting, welcoming, and maintaining a culturally competent and diverse work environment.

Working Conditions:
This is a hybrid position, with an expectation of 2-3 days in the office per week for the first 4 weeks. Upon completion of new employee orientation and onboarding the expectation is 1-2 days in office per week. The Portland State Office Building is located at 800 NE Oregon Street, Portland, OR 97232. Work location can be changed at any time at the discretion of the hiring manager.

Occasional instate travel may be required.

What's in it for you?

The Public Health Division is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace. We are committed to racial equity as a driving factor to improve health outcomes for all communities that experience inequities.

• We offer exceptional medical, vision and dental benefit packages for you and your qualified family members, with very low monthly out-of-pocket costs. Try this free virtual benefits counselor by clicking here: https://www.oregon.gov/oha/pebb/pages/alex.aspx  
• Paid Leave Days:
  • 11 paid holidays each year.
  • 3 additional paid personal business days each year.
  • 8 hours of paid sick leave accrued each month.
  • Progressive vacation leave accrual with increases every 5 years.
• Pension and Retirement plans.
• Student Loan Forgiveness; Public Service Loan Forgiveness (PSLF) opportunity. The PSLF program may forgive student loan balances after you’ve made the equivalent of 120 qualifying monthly payments. 
• Optional benefits include short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.
• Click here to learn more about State of Oregon benefits.

The Oregon Health Authority is committed to: 

• Eliminating health inequities in Oregon by 2030.
• Becoming an anti-racist organization.
• Developing and promoting culturally and linguistically appropriate programs, and
• Developing and retaining a diverse, inclusive, and equitable workforce that represents the diversity, cultures, strengths, and values of the people of Oregon.

Directions to Apply:

• Complete the online application and questionnaire.
• Upload a current resume that demonstrates how your personal (lived), educational, and professional experience qualify you for this position. *(required)
• Upload a cover letter that addresses the points listed under the section titled “What we are looking for”.*(required)

Please ensure you have provided thorough and updated application materials as it pertains to the position for which you are applying. 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.

External Applicants: Click on the “Apply” button and submit your application. View this video for assistance.

Current State of Oregon employees: Apply via your employee Workday account through the Jobs Hub worklet. View this job aid for assistance.

This recruitment may be used to establish a list of qualified candidates to fill current or future vacancies.

Helpful Tips/Resources:

• This posting closes at 11:59 PM on the close date listed.
• Workday may timeout after 20 minutes of inactivity.
• After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.
• Workday performs best in Google Chrome.
• Oregon Health Authority Website
• Oregon Health Authority Programs and Divisions
• Career Resources
• Applicant Help and Support

Additional Information:

• The salary listed is at the non-PERS rate. Public Employee Retirement System (PERS) eligible employees will have their base salary increased by 6.95% and pay the 6% employee contribution to PERS. If you are not yet PERS eligible, the 6.95% pay increase and employee contribution will be effective upon PERS eligibility
• Veterans: 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.
• Visa Sponsorship: Oregon Health Authority (OHA) does not offer VISA sponsorship. 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. OHA is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.
• Background Check: If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check. The information will 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.

Have Questions or Need Help?
If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Aimee Buchholz at aimee.d.buchholz2@oha.oregon.gov. TTY users may dial 711 or 1-800-735-2900. For Workday technical support, please call toll-free 1-855-524-5627.

The Oregon Health Authority is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information, or any other protected class under state or federal law. In addition, we do not discriminate, or screen applicants based on current or past compensation. To learn more about OHA’s mission, vision, and core values, click here.

The Oregon Health Authority is an equal opportunity, affirmative action employer committed to workforce diversity and anti-racism.