This position plans and coordinates a wide variety of administrative, operational, and advanced technical tasks

in support of multiple departments within Pharmacy Services and Clinical Nutrition as a part of the Front Office team. Expectations for this role include excellent organizational skills, attention to detail, timely communication, effective collaboration, strong independent judgement, and a high level of professionalism.

The Administrative Coordinator supports department directors and managers, as well as all staff in Pharmacy

Services and Clinical Nutrition. This role requires effective organization skills and independent work, with skilled planning and attention to detail. Duties include extensive Human Resources and personnel support, working directly with both managers and employees alike, document creation and records management, project participation, competence working in multiple areas of Oracle, such as iExpense reconciliation and reimbursements and HRE Oracle employee records actions. This role also is required to be on site multiple days per week, pending department needs, to support in-person employee onboarding, mail collection, processing, and distribution, as well as supporting various in-person meetings, in addition to being the point-of-contact for maintaining the order and supplies of the primary Pharmacy Administration offices.

General Front Office Support

• Work closely with other Front Office Staff in providing support services for the Pharmacy & Clinical Services Department. This support includes daily-to-weekly mail collection, sorting, and processing, such as the receipt and handling of checks for the Revenue Team in Pharmacy Services; maintenance of the general tidiness and efficiency of the Pharmacy Administration offices, which includes making sure all supplies are adequately stocked; supporting in-person meetings with catering assistance, printing/delivery of physical supplies, and other as-needed, day-of coordination.

Personnel/HR Support

• Serves as primary backup for department HR subject matter expert, including assisting with recruitments through the bid and ePAR processes, submitting HRE actions in Oracle employee records, monitoring all processes (such as TCAP background status updates) for pending new hires and preparing all pre-hire and onboarding materials for new hires, including accurate and timely updates on internal recruitment checklists;
• supports in-person onboarding for employees who do not start in their units on their first day;
• coordinates and collects signed Position Descriptions for each new hire; conducts a regular audit of employee records to identify and collect any missing documents, including Position Descriptions; collects updated employee licenses for any personnel who have licensing requirements, making accurate and timely updates in Oracle to ensure regulatory and legal compliance; processes all Oracle termination HRE actions, communicating with Timekeeping SME to ensure payroll details are accurate for employee final checks;
• maintains a productive relationship with all OHSU HR service areas (e.g. Records) for collaborative personnel work; responsible for maintaining confidentiality of personnel and administrative files and records.

Residency Coordinator

• Support Pharmacy Services Residency program with various administrative duties, including arranging annual certificate printing, travel for relevant conferences, on-site support for in-person events (assisting with catering and meal purchases, printing/office supply support, materials transport, and general as-needed assistance);
• supports Residency program accreditation survey with document control and support, available to assist during in-person and remote survey activities and events, and assisting with meeting coordination and hosting for any survey-related activities.

Other Duties as Assigned

• 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.

• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.  

Job Related Knowledge, Skills and Abilities (Competencies):

• Basic office operations
• Basic competency with Microsoft Office suite, including typing skills
• Work with high degree of accuracy and proficiency, with consistent ability to self-manage and meet deadlines

• Bachelor’s degree in Business Administration
• At least 2 years providing direct management support, including work with outside vendors and securing travel arrangements.
• At least 2 years project coordination experience.
• At least 2 years working with personnel management and/or Human Resources support

Job Related Knowledge, Skills and Abilities (Competencies):

• Knowledge of various Oracle applications
• Extensive customer service skills in a high-urgency environment
• Advanced skill level with MS Office Suite

Work on-site and from home with ability to sit for long periods of time; able to lift or otherwise transport larger items such as office supply orders or catering materials; able to work in a high-traffic office with noise and interruptions.

 

Benefits:

• Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
  
• Two separate above market pension plans to choose from
  
• Vacation- up to 200 hours per year depending on length of service
  
• Sick Leave- up to 96 hours per year
  
• 8 paid holidays per year
  
• Substantial Tri-met and C-Tran discounts
  
• Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)
  

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.