This Administrative Coordinator position provides project coordination for the Teaching and Learning Center’s (TLC) programming and activities as well as provide administrative functions. Key responsibilities include project coordination and contributions ensuring projects are organized and well managed; fiscal and HR responsibilities including purchasing, reconciling, and being the point person for HR-related matters; meeting administration including taking minutes, scheduling, and disseminating information; calendaring support and event support, including coordinating logistical and fiscal components of events; and facilities support, including managing emergency procedures. This is a hybrid position with a minimum of two days per week on site on Marquam Hill. It is expected that the administrative coordinator also be on campus during face-to-face programming including but not limited to Assessment Council reviews, Learning Management System (LMS) on-campus training events, special events such as the Symposium for Educational Excellence, and TLC retreats.

Project coordination and contributions (current projects include the LMS transition to Brightspace, Symposium for Educational Excellence, data project, and Assessment Council reviews; projects will change and evolve):

• Work with relevant parties to ensure projects are organized and well managed, ensuring projects are on track with clear action steps that are followed up in a timely manner
• Follow up on project action items to ensure completion
• Ensure systematic organization, management, and archiving of documents  
• Implement and maintain systematic and easily accessible administrative processes
• Create documentation, minutes, reports, promotional materials including writing, proofreading, and designing, and disseminate as appropriate
• Ensure project-related meetings are scheduled, promoted as appropriate, and have minutes taken as needed
• Support organization, event set up and take-down, and promotion of various projects to support goals and priorities  
• Order items for projects in a timely manner; facilitate payment for project-related costs

Fiscal and HR responsibilities:

• Purchase, reconcile fiscal activities, including p-card purchases
• Process journal entries, internal billings and payments, invoices
• Process payments for guest speakers, interns, and others needing payment
• Coordinate and purchase travel 
• Liaise with vendors and contracts, facilitate purchases
• Bill departments for LMS additions and other revenue as appropriate, reconcile 
• Maintain accurate and organized financial records 
• Liaise with Provost Office budgeting as needed 
• Provide hiring, search support
• Interface with Oracle, ICIMS, and other institutional systems
• Be principal timekeeper for Kronos
• Liaise with HR, contracts, accounts payable, etc.

Meetings:

• Agendas, minutes, distribution, document and other preparation
• Team meetings, retreats, advisory meetings
• Search committees 
• Other committees as appropriate, including Assessment Council
• Coordinate catering, rooms, scheduling, technology, virtual links as necessary

Calendaring, scheduling, promotion, event support:

• Provide scheduling support for TLC director, assistant director
• Provide scheduling coordination for program meetings with multiple parties
• Support programming scheduling, promotion, registration, continuing credit processes, production, evaluations, catering, etc.
• Update O2 pages regularly
• Communicate with digital strategy team for public website updates
• Support, schedule, coordinate promote resources and offerings, including creating, reviewing, editing, and ordering promotional materials and reports
• Respond to TLC inquiries, including monitoring TLC inbox
• Liaise with Provost Office operations 
• Provide production support for virtual events as available 

Facilities support:

• Maintain emergency procedures and items for AUD building 
• Serve as contact for emergency operations 
• Contact Facilities, Environmental Services, and other offices as needed for TLC and Auditorium Building needs, concerns 
• Ordering, storing, organizing office supplies as needed
• Interfacing with vendors for AUD needs 

• 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.

• Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.

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

• Demonstrated successful independent work experience, knowledge and understanding with intermediate-level Microsoft Outlook, Teams, PowerPoint, Excel and Word.

• Demonstrated professionalism and integrity. 

• Excellent attention to detail; successful demonstration of experience working independently in detail-oriented capacity with proven record of accuracy.

• Excellent communication and interpersonal skills; demonstrated ability to interact in a pleasant and positive manner with internal and external constituents, faculty, staff, and students.

• Demonstrated ability to establish and maintain effective working relationships with employees, supervisors, faculty, and students. 

• Excellent organizational and problem-solving skills; demonstrated ability to be self-directed, set own work priorities, and take initiative. 

• Demonstrated ability to be flexible regarding job assignments and support for other co-workers as needed. 

• Demonstrated excellent written and oral communication skills.

• Ability to perform the job duties with or without accommodation.

Hybrid position; typically 8:00am - 5:00pm, Monday - Friday; minimum two days on campus that may increase, some days required depending on event with varying hours.

 

Please include a cover letter with resume.

We are Oregon's only public academic health center.

In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.

All are welcome.

OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply.

To request reasonable accommodation, contact askhr@ohsu.edu