Oregon Health & Science University

Administrative Coordinator

Job Locations US-OR-Portland
Requisition ID
2024-29254
Position Category
Administrative/Office Support
Position Type
Regular Full-Time
Job Type
AFSCME union represented
Department
Department of Pediatrics
Salary Range
Commensurate with experience, education and internal equity. Minimum: $26.9, Midpoint: $31.64, Maximum: $36.37 per hour.
FTE
1.00
Schedule
Work primarily from home, but will come to campus at least a few times per month, depending on the needs of the division and fellowship program.
Hours
Monday thru Friday; days. Available for overtime if needed. Occasional travel.
HR Mission
School of Medicine
Drug Testable
No

Function/Duties of Position

The Division of Pediatric Hematology-Oncology has an exciting and rare opportunity to join our well-established team as the Fellowship & Division Administrative Coordinator.  You will work primarily from home, but will come to campus at least a few times per month, depending on the needs of the division and fellowship program.  In this role you will put your critical thinking skills to use and establish yourself as the person who “gets the job done”. Faculty and Fellows will rely on you to keep their daily work lives on track and to provide real time problem-solving and facilitation that allow them to do what they do best: care for the children and families who have put their health in our team’s hands. You will work alongside (virtually) an amazing group of colleagues and subject matter experts across the Department of Pediatrics who will be there for you when you have questions, need a quick check-in, or simply want to run a new idea by folks who understand the work you do.  

 

This job is split between two distinct roles: Division Administrative Coordinator (AC) and Fellowship Program Coordinator (PC). 

 

The Division Administrative Coordinator performs a variety of administrative and technical functions that support the objectives of the Division in the areas of clinical care, advocacy, education, and research.  The AC serves as the main point of contact for both internal and external customers of the Division.  The Division is comprised of 16-20 MDs, 10-12 APPs, 5-7 Fellows, another Administrative Coordinator, and a Program Director.

 

The Fellowship Program Coordinator manages the operational administration of the Pediatric Hematology-Oncology fellowship program, including recruitment, onboarding, trainee assessment, internal and external communications, and program evaluation. The PC will continually monitor and coordinate a wide range of programmatic functions, including: developing program policies and procedures; reviewing program operations and workflows for compliance; recommending process improvements; and communicating with faculty, fellows, and staff about program policies and procedures. The position also requires a high degree of initiative, strong attention to detail, independent judgment, and collaborative skills.

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.
  • Prior administrative work experience in higher education and/or professional training programs
  • Prior work experience providing administrative support directly to faculty and trainees
  • Prior work experience administering adult education programs
  • 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 skills.
  • Advanced database management skills.
  • Strong attention to detail.
  • Excellent organizational skills.
  • Excellent problem-solving skills.
  • Excellent interpersonal and customer service skills.
  • Able to function independently and as part of a team.
  • Ability to work in an interruptive office environment.
  • Excellent oral and written communication skills.
  • Ability to take initiative.

Preferred Qualifications

  • Previous Medical Education/Graduate Medical Education experience.
  • Proficiency with scheduling systems.
  • Knowledge of Accreditation Council for Graduate Medical Education (ACGME) policies and standards.
  • Training Administrators of Graduate Medical Education (TAGME) or similar certification.
  • Prior administrative work experience in higher education and/or professional training programs, preferably at an academic medical center

Additional Details

Upload cover letter and resume.  Please be sure to include months and years to the resume for jobs/experience.

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.

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