The Administrative Coordinator (AC) coordinates the administrative processes to ensure a smooth flow of operations related to recruitment and hiring within the Department of Anesthesiology and Perioperative Medicine (APOM). The AC is responsible for coordinating faculty interviews, and the onboarding and off-boarding processes for all employees and contract providers. Additionally, the AC provides cross-coverage and back-up support for the recruitment function in the department.

Faculty Interview Coordination

• Schedules candidate interviews and coordinates travel arrangements for faculty applicants. 
• Coordinates faculty applicant dinners and reservations. 
• Prepares interview itineraries and serves as a host for the day-of interview and escorts applicants to meetings. 
• Prepares interview feedback surveys using Qualtrics and distributes reports to hiring decision-makers.
• Tracks faculty applicants in SmartSheet.
• Manages applications and reference checks in iCIMS.  

Employee Onboarding & Off-boarding Process Coordination

• Coordinates onboarding activities for all new hires, including Compass and Epic training registration, badge access, network access, scrubs, computers, keys, Spok Mobile, Vocera, lab coat, locker assignments, business cards, etc.
• Schedules and prepares new hire onboarding itineraries. 
• Serve as primary contact and host for new hires during the administrative onboarding period. 
• Coordinate offboarding process for departing employees, including sending the termination checklist, collecting equipment and keys, and removing access.

Non-Employee Onboarding & Off-boarding Coordination

• Submits pre-employment and access requests for contractors (locums):
  • Background check and drug screen clearance
  • PO External account to obtain ID Badge and OHSU network access
  • Communicate with the locum agencies and providers regarding expectations, EID, Network ID, first day, etc.
• Coordinates onboarding tasks with external partners (MEO, Wireless office, etc.)
• Coordinates onboarding with hiring managers

Other

• Builds and distributes monthly onboarding and off-boarding list

Cross-Coverage and backup support

• Provides back-up support:
  • Update trackers in SmartSheet (credentialing, recruitment, leaves, termination, locums, etc.)
  • Electronic personnel action (HRE) management: leaves, job changes, terminations, etc.
  • Recruitment and hiring: new hire forms (finalist confirmed, relocation), SoM position request, ePAR, etc.
  • Credentialing/provider enrollment, including submitting intake, change, and termination forms
  • Collect certifications (ACLS, BLS, PALS) from new hires and updated certifications from existing employees and enter them into Qualification Manager in Oracle

Other

• Manages APOM Recruitment and Employment Operations inbox
• Actively participates in the department’s process improvement initiatives and projects as needed.
• Coordinate and complete special projects as needed
• Other duties as assigned

General

• Always promote the mission of APOM through Professional Standards of Customer Service, Reliability, Productivity, Professionalism, Accuracy, Timeliness, and Problem-Solving.
• Demonstrates strong customer service skills in all interactions with both external and internal customers.
• Carries out job responsibilities in an ethical, effective, and professional manner. Reports potential compliance problems using the reporting processes as outlined in the Code of Conduct. Models ethical appropriate behavior, professional standards, compliance, and personal integrity. Participates in training programs. Understands and complies with the Code of Conduct, OHSU and department policies and procedures, applicable rules, regulations, etc.
• Communicates with customers, in a time and cost efficient, courteous manner. Demonstrates active listening skills and supportive, professional behavior at all times, to patients, families and staff.
• Maintains a clean, safe and orderly work environment. Includes, but is not limited to: maintaining supplies, equipment and forms, notifying appropriate personnel when cleaning and repair of equipment is needed following infection control policies, maintaining knowledge of life safety, patient safety, fire and electrical safety and disaster plan.
• Participates in ongoing professional development and competency assessment. Includes but is not limited to: attends educational classes appropriate to job development, communicates additional training needs to direct supervisor, attends staff meetings and orients new staff, cross-trains for position in assigned or other areas.
• Maintains confidential electronic application information and files in the format defined by the APOM team. 

• 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.
• Experience coordinating and implementing an entire administrative process, including analyzing data, tracking, and communications.
• Demonstrated high level of written and verbal communication skills.
• Demonstrated collaborative skills to work with others, and to provide excellent customer service in challenging situations.
• High level of attention to detail.
• Strong organizational and problem-solving skills. Ability to exercise good judgment in decision-making.
• Must be proactive with responsibilities and have demonstrable ability to complete tasks on deadline
• Advanced skills with Microsoft Office applications (Word, Excel, PowerPoint, and Outlook). Must be able to quickly gain proficiency in computer programs used by OHSU and the Department.
• Experience with scheduling appointments and complex calendaring.
• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers
• Must exhibit professional behavior at all times.
• Must maintain the highest level of confidentiality in all areas, at all times. 
• Ability to perform the job duties with or without accommodation.

• Bachelor’s degree in Human Resources, Business Administration, or related field.
• Previous experience in a hospital/medical setting.

This is a hybrid position. The onsite work location is in an open-office environment, which requires the ability to work with interruptions and noise. Requires some schedule flexibility within the hours of 6:30am - 5:00pm around interview and new hire appointments. Must be able to travel to all APOM worksite locations, including using the Tram.

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.