Oregon Health & Science University

Administrative Coordinator

Job Locations US-OR-Portland
Requisition ID
2022-18952
Position Category
Administrative/Office Support
Position Type
Regular Full-Time
Job Type
AFSCME union represented
Department
Institute on Development and Disability (IDD)
Salary Range
Minimum: $23.93 to Maximum: $32.36
FTE
1.00
Schedule
Opportunity to telecommute with some in office work required.
Hours
Monday thru Friday; Hours vary from 8am to 5pm. Occasional need for work to start early or end late.
HR Mission
School of Medicine
Drug Testable
Yes

Department Overview

About The Institute on Development and Disability (IDD)
Link https://www.ohsu.edu/institute-on-development-and-disability/about-us

The Institute on Development and Disability within the Department of Pediatrics at OHSU works with patients, families, clinicians, researchers and many other professionals to meet the goal of improving the lives of people with disabilities. We perform research and care to support every patient, from premature babies to older adults, facing changes in life due to the onset of disabling conditions. With more than 100 years of practice, we understand how to best meet the needs of our patients and their families in Oregon and beyond.

Function/Duties of Position

The purpose of this position is to perform and coordinate a wide variety of advanced administrative and technical tasks and projects in support of the academic, clinical, and research missions of the Institute on Development and Disability. 

 

The Administrative Coordinator (AC) shares in the provision of direct administrative support for 79 - 81 faculty, 16 – 17 advanced practice or classified clinical providers and 11 fellows located at OHSU.  This is one of three ACs and this AC will hold primary responsibility for the IDD UCEDD, ReKnew, OODH, and LEND projects (6 faculty and 30+ non faculty with large projects) and all IDD staff with research projects. 

 

The AC provides excellent customer service to internal and external customers and adheres to the OHSU code of conduct at all times.  The AC demonstrates proficiency with OHSU's Core Competencies:  Inclusion, collaboration, and teamwork; organizational perspective; performance results; personal effectiveness.

Required Qualifications

  • Four years of general office or secretarial experience; OR an AA or certificate in office occupations or office technology and two years of general office or secretarial experience; OR a BA and two years of general office or secretarial experience; OR an equivalent combination of training and experience.
  • Intermediate skills with MS Office (Word, Excel and PowerPoint)
  • Keyboarding proficiency and accurate typing of 50 WPM.
  • Previous administrative experience handling highly confidential, sensitive information.
  • Experience in an administrative support role for upper division or executive level management.
  • Experience with scheduling appointments and complex calendaring.
  • Experience with event coordination, catering, lectures, and meeting/greeting visitors, affiliates, and high level participants.
  • Experience troubleshooting complex technical and logistical issues in large meeting environments
  • Demonstrated skills with composing, editing, proofing, and copying written materials.
  • Experience making travel arrangements and processing travel reimbursements.
  • Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.
  • Excellent grammar, phone demeanor, oral and written communication skills required.
  • Ability to work with complex issues related to resident schedule; outstanding interpersonal skills to interact professionally with residents, faculty, staff, and all levels of management.
  • Ability to multi-task and to work efficiently; ability to prioritize tasks and remain flexible while working in a fast moving environment to ensure the smooth flow of services and operations.
  • Ability to work with very detailed information and independent decision-making and problem-solving skills required.
  • Ability to work with a team and communicate effectively with other team members in a professional and timely manner.

Preferred Qualifications

  • Bachelor's degree.
  • Experience in an academic or clinical setting.
  • Grant application experience.
  • Essentials of Grant Administration Certificate.
  • Competency in Oracle; EPIC.

Additional Details

Upload cover letter and resume.

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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