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Administrative Coordinator
US-OR-Portland
Job ID: 2025-33855 Type: Regular Full-Time # of Openings: 1 Category: Administrative/Office Support Portland, OR (Marquam Hill)
Overview
Resident Coordination: Respond to inquiries from applicants and current residents, which requires interpretation of OHSU GME and ACGME policies; refer to Education team when necessary.Works with the Vice Chair of Education and Professional Development/ Program Director to ensure compliance with ACGME requirements.Involved in coordination of intern recruitment and orientation processes. Complete training verifications for past and present trainees. Build Qualtrics surveys for data collection as requested. Understand and ensure compliance with American Board of Surgery Qualifying exam requirements in order to support chief resident application for certification, and ensure all elements of the application are complete. Co-proctor the American Board of Surgery In-Training Exam. Coordinates and monitors compliance of required biannual meetings of residents with their faculty advisors.Support proctoring mandate with Education team members.Assist Education Manager with exam set-up in the BICC, day-of-exam necessities (seating chart, distribution of exam ID numbers).Support Education Manager with onboarding trainees at external sites, specifically: credentialing in the Providence, Legacy, and Kaiser systems.Prepare and present Department of Surgery-specific introduction to internship/residency with Education Manager and Education team members. Data Interpretation and Management: Utilize Qualtrics, Word, PowerPoint, SharePoint, OneDrive, Smartsheet and Excel to develop support processes/systems to facilitate improvement of and efficiency in completing individual and team tasks. Utilize current Resident Management system (Med Hub) to generate data for evaluations of residents and faculty.Support Program Director correspondence of annual performance to Site Directors, Division Chiefs, and all faculty by providing collected and summarized data. Compile data for bi-annual resident/advisor reviews and assist in preparation for bi-annual Clinical CompetencyCommittee meetings. Track and manage completion of bi-annual advising meetings. Communicate with deficient faculty and residents who have failed to complete meeting and associated tasks in a timely manner. Works with Program Director to monitor ACGME case log submission and need for schedule adjustments to meet case minimums required by the ACGME and the American Board of Surgery. Administrative: Provides calendar management and direct support to the Program Director in Surgery, Vice Chair of Education and Professional Development. Facilitates interviews between Program Director and intern applicants during recruitment.Respond to inquiries from internal and external customers, including but not limited to medical students, residents, fellows, faculty, shared resident coordinators, off-site coordinators.Act as a liaison for numerous professional organizations and other clients. Coordinate visitors, guests, volunteers, and applicants. Maintain education records and files.Generates flyers, mailings, and rosters.Assist in preparing the Chair's banquet slide show and provide day of support. Other: These duties may include but are not limited to assisting with other administrative tasks as determined by the Department of Surgery Education team, retrieving and distributing department mail, phone and email communication with students, residents, faculty, and organizing department documentation while maintaining confidentiality. Responsibilities
Four years of general office or secretarial experience; OR An Associate's degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR A Bachelor's degree and two years of general office or secretarial experience; OR An equivalent combination of training and experience. Accurate typing skills of 65 WPM, experience explaining and disseminating policies and procedures, previous experience ordering/maintaining office supplies. Previous experience with event coordination, catering, lectures, and meeting/greeting visitors, affiliates, and high-level participants. Previous experience coordinating professional travel arrangements and knowledge of travel reimbursements policies. Previous experience creating, tracking, and coordinating requisitions in Oracle or equivalent software system. Experience in an administrative support role for upper division or executive level management. Experience with scheduling appointments and complex calendaring. Demonstrated proficiency with Microsoft Office Suite, (including Microsoft Excel, Word and PowerPoint). Experience troubleshooting complex technical and logistical issues in large meeting environments. Previous experience providing technical support. Experience composing confidential documents and/or communication materials. Strong ability to prioritize and organize projects and tasks in a timely manner, and ability to problem solve and manage on-going projects; strong time management skills. Excellent, professional communication skills, verbal and in writing. Ability to work with a team and communicate effectively with other team members in a professional and timely manner. Demonstrated skills with composing, editing, proofing, and copying written materials. Strong MS Office skills including Outlook, Word, Excel and PowerPoint. Proficiency in shared sites such as Sharepoint and MS Teams. Experience presenting information to customers in a formal setting. Demonstrated record of exemplary customer service experience. Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.
Qualifications
At least two years of experience working within an academic setting and calendaring for faculty or high-level staff.Knowledge of student, residency, fellowship and faculty development/CME programs. Equal employment opportunity, including veterans and individuals with disabilities.
