OHSU Casey Eye Institute is a premier academic medical center providing eye care for adults and children in the Pacific Northwest and beyond. We treat eye conditions from the most straightforward to the most complex and offer expert care in all ophthalmology specialties. Learn more about our clinics and services.

 

Since 1945, OHSU Casey Eye Institute doctors and vision scientists have worked side by side to discover the causes of eye disease and find new treatments. Bringing research and patient care together helps us turn possibilities into realities. OHSU Casey Eye Institute is a "High Performing" eye hospital, which means we are ranked in the top 10 percent nationally by U.S. News & World Report. As part of the Casey Eye Institute, we improve access to eye care to preserve the gift of sight and eliminate preventable blindness in the communities we are privileged to serve.

 

OHSU Casey Eye Institute's Outreach Program is recruiting for a 0.80 FTE Program Coordinator. The Program Coordinator is a highly organized and motivated professional with strong administrative, interpersonal and critical thinking skills who coordinates education and training programs for visiting fellows and trainees for the international ophthalmology activities and provides support for Vision 2020.  Under the direction of Medical Director of the CEI Outreach Program, this position will support Vision 2020 administrative activities, and support the program¿s focus on international outreach and training activities across the OHSU community, in partnership with international and national partners.  The coordinator analyze budgetary data, verifies figures, and develops budget proposals; recommends allocation of budgetary funds. The Program Coordinator will work with the Program Director for CEI Outreach to ensure timely execution and management of workflow and deliverables. Qualified applicants should include a cover letter and resume with their application.

Program Coordination:

• Provide administrative support of the international outreach activities. Faciliate correspondence and agreements between international and domestic government, non-profit, NGOs and other partners; explains and clarifies processes and procedures; support facultyresearch collaborations.
• Review OHSU and foreign and domestic governmental policy and regulations regarding visits from international visiting scholars and make recommendations to the Medical Director.
• Prepare communications, presentations and reports including, semi-annual funder reports, contracts, and other documents and presentations. Edits, works with the department communications manager to maintain programs web page; creates promotional materials for educational programs, lectures and events.
• Schedules virtual and in person lectures and conferences for international and domestic attendees; provides IT support to faculty and participants.
• Monitor program budget, prepares budget for review by funding agencies, monitors expenditures and compiles and generates status reports for Medical Director and Program Director; purchase program supplies, interfaces with vendors; works with appropriate OHSU departments to process wire transfers; generate leases and utility payments;
• Support Research Manager in publications, grant applications and other international program evaluation and/or research collaborations, as needed.

International Trainee Program Coordination:

• Provide Coordination and oversight to visiting international fellows and other trainees. Coordinates and oversees necessary applications and documentation for visa applications and other requirements from the Office of International Affairs, Office of Visitors and Volunteers, Occupational Health, Risk Management and other internal and external regulatory bodies. Orient and oversee onboarding process for visiting fellows and other learners, arrange educational experiences within CEI including creating itineraries, clinic schedules and other learning opportunities. Arranging tutors for visiting fellows, including language courses.
• Coordinates housing and assist visiting fellows in establishing a U.S. bank account, complete stipend request form, direct deposit forms, and ensure they receive stipends. Arranges travel, processes reimbursements; reconciles departmental p-cards.

International Outreach Program Coordination:

• Coordinate resident and faculty participation in international teaching and research trips, arrange all travel logistics, prepare and distribute travel packets, and processes reimbursements.  Support and provide guidance visa and other travel requirements, including coordinating with export control officer for transport of medical equipment. Coordinate the procurement of purchased and donated surgical supplies and equipment. Coordinate with OHSU Risk Management, Legal, Regulatory Affairs, Provost Office, and Office of Global Health and CEI leadership to ensure program compliance, required insurance coverage, and safety/emergency resources during travel.
• Review OHSU and foreign and domestic governmental policy and regulations regarding faculty, fellows and resident travel, making recommendations to the Medical Director
• Coordinates with Regulatory Affairs, Finance and Administrative Manager and scientists to plan for, assemble and submit required presentations and reports.

Administrative Support of Vision 2020:

• Provides support as directed by the Medical Director. Administrative support for Vision 2020 USA nonprofit, including: research applicable law and recommend policy; create financial reports and draft budget for Board of Directors; submit taxes, process 1099s and donation receipts; coordinate member communications, website content, edit videos in Adobe Premiere to be published on YouTube; plan virtual and in-person events and promotional materials; maintain program records.  Assist with travel arrangement and reimbursements.

Administrative Support Activities:

• Coordinate medical director’s calendar, travel, reimbursements and other administrative duties as assigned.

Experience & Education:

• Five years of experience with responsibility for program or project monitoring and coordination.  The experience must have included program evaluation responsibility. 
• A bachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.

Skills, Knowledge, Abilities:

• Strong organizational skills and attention to detail.
• Demonstrated ability to take initiative and complete projects independently or lead a team.
• Excellent written and verbal communication. 
• Strong computer skills and advanced MS Office (Word, PowerPoint, Excel) expertise
• Ability to work effectively both independently and as a team with great accuracy and efficiency.
• Ability to operate and communicate effectively and professionally while meeting multiple deadlines and completing projects simultaneously.
• Ability to prioritize and balance multiple tasks with interruptions.
• Proven ability to link projects and identify project interdependencies.

Experience working with international government agencies, graduate education programs, NGOs, and non-profit.

 

Expertise and experience in MS Office, Adobe Pro, CommonSpot, EndNote and Zoom.

 

Experience working with OHSU management/organizational technology (e.g., Kronos, Oracle).

 

Familiarity with grant and non-profit preparation and submission processes

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.