This position supports both Undergraduate and Graduate Medical Education within the Department of Obstetrics and Gynecology. Responsibilities include day-to-day operational support, serving as the lead coordinator for fellowship program development and oversight, managing residency scheduling through systems such as the residency management platform, Kronos, and QGenda, and acting as the lead administrator for the Physician Assistant trainee rotation in Undergraduate Medical Education.

Key Responsibilities & Performance Standards

 

Fellowship Coordination

• Program Administration & Compliance
• Maintain comprehensive records for fellows and fellowship programs, including applications, evaluations, duty hours, schedules, and certification documents.
• Ensure compliance with OHSU, ACGME, ABOG, and other governing entities; monitor and report duty hours, evaluation completion, and policy updates to program directors.
• Act as liaison between the fellowship program and OHSU GME office to ensure institutional standards are met.

Fellow Recruitment, Onboarding & Graduation

• Coordinate all aspects of fellow recruitment, including applicant communication, interview scheduling, ranking sessions, second look if applicable, and reimbursements.
• Disseminate employment contracts, licensure applications, orientation materials, and training protocols in collaboration with program directors and GME.
• Manage graduation processes, including certificate preparation, final evaluation, post-graduation surveys, and alumni verification requests.

Curriculum & Educational Support

• Maintain and update fellowship curriculum, manuals, goals and objectives, and accreditation materials.
• Track case logs, procedures, and academic activities; assist in scheduling educational conferences, lectures, and meetings.

Scheduling & Time Tracking

• Record fellow rotation and call schedules.
• Track vacation, sick leave, educational allowances, and other benefits, ensuring accurate and timely recordkeeping.
• Participate in annual program reviews and curriculum evaluation meetings.

Budget & Financial Coordination

• Assist in managing fellowship budgets, including PBE accounts; monitor expenditures and resolve discrepancies.
• Process reimbursements and conference/travel expenses for fellows and program directors.

Administrative & Fellow Support

• Provide day-to-day administrative support for program directors and fellows, including correspondence, calendar management, meeting coordination, and office organization.
• Serve as a point of contact for fellows’ administrative needs, manage communication and document flow, and maintain organized filing and tracking systems.

Residency Scheduling:

• Responsible for coordinating complex rotation and call schedules for all residents within the Department of Obstetrics and Gynecology. This role works closely with the Education team—including the Residency Program Director, program leadership, and chief residents—to ensure that schedules are accurate, up-to-date, and compliant with ACGME, ABOG, OHSU, departmental, and divisional policies.
• Duties include posting schedules in MedHub, Kronos, and Qgenda
• Communicating schedules to internal and external sites
• Supporting the Administrative Chiefs and Residency Coordinator in identifying and resolving scheduling discrepancies.

Physician Assistant Rotation Coordination:

• Supports the OHSU Physician Assistant Program in developing the annual student placement schedule.
• Coordinates and facilitates the PA student rotation experience, including orientation, scheduling, course guidance, and ongoing administrative support.
• Providing instructions, answering questions, sending reminders, and troubleshooting issues as they arise.
• Coordination with off-site locations and, specifically at HMC, onboarding students in collaboration with other learner groups.
• Ensures all PA students are added to the appropriate rosters, Sakai course sites, and communication groups.

• Three years of experience administering or coordinating parts or subsets of a project or program.
• 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.
• Note: preference in hiring may be given in a special area specific to the position opening. 

• Three or more years’ experience in an academic medical environment and/or residency.
• Knowledge in event planning, tracking data, scheduling, filing and generating reports. 
• Experience with database management
• Prior knowledge and experience working with education program and at least one year experience in a fellowship or education-focused support position.
• Prior experience developing and maintaining data in MedHub system.
•  Advanced skills with document management programs and file management architecture in a HIPAA compliant environment.
• A demonstrated aptitude in software programs.
• Advanced skills in MS Office (especially Outlook and Excel), Adobe Acrobat Pro, and Teleconference programs with a minimum typing speed of 55 wpm.
• Be able to take initiative to work and problem-solve independently.
• Must possess strong communication skills.
• Must be detail oriented, capable of
• prioritizing; organizing, and exhibiting
• follow through on multiple tasks and
• responsibilities while maintaining
• accuracy.
• Must be able to provide consistent and predictable availability.
• Proven record of excellent attendance and punctuality.
• Very high level of confidentiality and professionalism between colleagues, trainees and outside entities.

 

Monday-Friday; 1.0 FTE

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.