Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or .
Administrative Coordinator
US-OR-Portland
Job ID: 2025-34368 Type: Regular Full-Time # of Openings: 1 Category: Administrative/Office Support Portland, OR (Marquam Hill)
Overview
Administrative Coordination and Support: Provides administrative and technical support to the faculty members of the Division of Gastroenterology. This includes maintenance of CVs and bio sketches, development and maintenance of system to track certifications, licenses, credentialing, coordination of meetings, processing of expense reports, and other administrative duties as assigned.Assists Program Director with monitoring of budgets, professional development funds, and foundation accounts. Serves divisional expert systems and procedures for expenses, travel, disbursement, supplies, and technology requests. Supports the Department of Pediatrics hybrid work model by providing on-site support to all faculty as defined by the guidelines set forth by Senior Department Administrator. Primary tasks associated with these objectives include supporting the development of agendas, documentation of project status, tracking of action items, communicating with stakeholders, assisting with data collection, preparing reports for presentation to the division head and program administrator. General Administrative Duties: Maintains faculty calendars and arranges meetings. Sets up special lunches and dinners with delivery or caterers.Fills out reimbursement requests and submits in a timely fashion.Reviews applications, forms, or other documents for compliance with established criteria. Includes assisting with portions of the licensure and credentialing of billing providers.Organizes and maintains filing system for faculty members and division- based files. This includes management of the shared drive and shared calendar for the division.Produces meeting agendas and creates and sends out meeting minutes.Coordinates travel arrangements for faculty and visiting faculty; makes reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; arranges calendar for visiting faculty. Recruitment and Onboarding: Manages all aspects of the recruitment process, including communication, planning, and organizing of interviews and recruitment eventsPlans applicant interview days and activitiesCreates and distributes interview feedback surveysAssists new members in arranging orientation scheduling, medical photo, parking and other on-boarding activitiesCreates an initial onboarding schedule for new facultyOversees all "offboarding" activity for departing faculty Provide Technical Expertise: Ensures Division websites are maintained with current faculty photos, bios and other required information. Submits marketing change forms as needed. Serves as network support for OHSU computer and telephone system (purchase software/hardware, coordinate moves and installations, coordinate repairs, liaison to help desk personnel, schedule training).Coordinates office moves and setups. Responsibilities
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.Two years of experience administering or coordinating parts or subsets of a project or program. Expert-level computer skills including word, excel, power point and outlook. Willingness to learn OHSU software systems. Proven written outstanding written and verbal communication skills with a diverse population. Strong organization skills, able to manage multiple task and work independently. Ability to meet deadlines and stay on target with projects or due dates.Advanced Microsoft Excel and Word skillsStrong attention to detailExcellent organizational skillsExcellent problem-solving skillsExcellent interpersonal and customer service skillsAble to function independently and as part of a teamAbility to work in an interruptive office environmentExcellent oral and written communication skillsAbility to take initiative Qualifications
1 year OHSU experience as an Administrative Assistant, Administrative Coordinator or other administrative support role. A Bachelor's degree and two years of general office or secretarial experience.Proficiency with scheduling systems. Equal employment opportunity, including veterans and individuals with disabilities.
