Oregon Health & Science University

Administrative Coordinator

Job Locations US
Requisition ID
Position Category
Administrative/Office Support
Position Type
Regular Full-Time
Job Type
AFSCME union represented
SM.Dean Administration
Salary Range
$23.93 - $30.26 per hour
Flexible between 8am - 5pm
HR Mission
School of Medicine
Drug Testable

Department Overview

The Graduate Studies program includes 32 graduate degree programs, more than 500 graduate faculty members and 826 PhD, masters and certificate students. Many of the graduate programs are ranked among the top 10 nationwide.

Function/Duties of Position

Note: This will be a combination of remote and in-person work


This position supports the Graduate Studies Program Manager with providing support to the Biomedical Engineering (BME) graduate program in the areas of program, student faculty and course support, academic course delivery and committee support. 


This position is responsible for ensuring the smooth flow of academic services within the program and School of Medicine and requires highly developed administrative and technical knowledge in order to support systems and processes. It also requires a high level of customer service in supporting basic science graduate students. Duties include:


  • Student and program support: Provide direct support to graduate students as the primary program contact. This position is responsible for maintaining student information and databases, assisting students with scheduling and tracking major program milestones, and supporting student committees. 
  • Admissions and recruitment support: Provide recruitment and admissions support to the admissions commitee through the candidate selection process, interview scheduling, correspondence, travel arrangements, and coordinating all logistical aspects of events, including day of support
  • Program Director support: Projects, committees, and graduate faculty appointments
  • HR and administrative support: Coordinate updates to student employee status; interpret, implement and educate others on the Graduate Researchers United (GRU) Union contract; and process and confirm prompt payment of student stipend support, travel reimbursements and requisitions, monitoring program budgets against expenditures, and validating student billing and exemptions. 
  • Other duties as assigned

Required Qualifications

  • 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
  • Experience coordinating and implementing an administrative process, analyzing and tracking data, and communicating with outside groups
  • Experience scheduling meetings and managing complex calendars as well as coordinating events and travel
  • Experience explaining and disseminating policies and procedures
  • Excellent written and verbal communication skills including excellent grammar, and the ability to deal professionally and effectively with diverse groups in a variety of sensitive situations 
  • Ability to prioritize and manage multiple projects to guarantee timely completion
  • Intermediate skills with MS Office Suite (Word, Excel, Outlook, PowerPoint, etc.) 
  • Demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers

Preferred Qualifications

  • Previous experience working with professional students, researchers and faculty
  • Experience working with college level applications, admissions, and application software
  • Experience working in a higher education institution
  • Proficiency in Banner, Oracle, Drupal and Cognos

Additional Details

Apply here online. 

All are welcome

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 aaeo@ohsu.edu.

As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.


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