The Administrative Coordinator serves as a critical operational support role for Centralized Access Leadership, providing coordination, process support, and comprehensive administrative and timekeeping support across multiple departments and functions. The position supports the development and documentation of administrative procedures and workflows, researches and compiles data to inform leadership reporting and decision-making, and triages inquiries to the appropriate resource. This position is also primarily responsible for managing timekeeping and attendance tracking, including processing edit requests, managing leave administration, tracking hours worked, and serving as the main point of contact for timekeeping questions.

 

The role also supports organizational and scheduling functions by maintaining calendars for leadership, coordinating meetings, preparing agendas and presentation materials, and managing p-card reconciliation. The position performs administrative support tasks such as managing HR documentation, supporting onboarding and offboarding processes, and maintaining employee records and dashboards. Additionally, the position provides in-office support, including weekly on-site presence to process correspondence and manage office operations.

 

The person in this role must demonstrate strong organizational skills, sound independent judgment within the scope of the role, the ability to work with minimal supervision, proficiency with multiple software systems (Genesys, Epic, Kronos, SmartSheet, Teams), and excellent communication and time management abilities in a fast-paced environment.

Coordination & Process Support 

• Supports development and documentation of administrative procedures and workflows for Centralized Access Leadership
• Research and compiles data to support leadership reporting and decision-making
• Triages inquiries directed to Centralized Access Leadership and routes to the appropriate resource
• Assists Centralized Access Leadership with special projects as assigned

Organizational Support 

• Help maintain calendars and scheduling for Centralized Access Leadership - AVP, Director, Med Director, Ambulatory Snr. Director
• Completes p-card reconciliation for leadership staff
• Supports employee engagement initiatives
• Prepares agendas, presentation materials, and other requested materials for leadership meetings

Timekeeping & Attendance Tracking 

• Complete edit requests
• Send end of pay period reminder emails
• Check for missing punches and reach out to employees to correct
• Track attendance in attendance tracking form and notify supervisors of occurrences
• Keep up with callouts and outages and check employee schedules in Genesys
• Run reports and track hours worked
• Enter hours worked in IRC productivity tracking and staffing reports
• Communicate with relief staff around scheduled hours (and total hours worked)
• Submit HRE actions for leaves
• Help maintain out of office calendars and enter time-off
• Support supervisors in the vacation bidding process
• Look ahead to ensure employees have enough accruals for time-off
• Helps maintain overtime tracking and communicates approvals to employees
• Submits requests to payroll for timekeeping edits or questions
• Acts as main point of contact for staff for all timekeeping questions

Administrative Support 

• Submits administrative-related forms and requests as needed
• Uploads employee PDs, competencies and other documents to employee HR files
• Supporting onboarding and offboarding processes and administrative tasks
• Ensures employee Flexible Work Arrangement forms are completed and up-to-date
• Helps support employee technological issues and submits ITG tickets as needed

In-Office Support 

• Travels to office location, Marquam Plaza, at least once a week to process unable to reach and new patient letters, communicating with staff when reprints are needed
• Facilitates troubleshooting of printing and printer issues
• Sorts through mail, faxing any records or referrals received to the appropriate location
• Orders office supplies and maintains office equipment set-ups
• Helps meet employees in-person for onboarding or work needs
• Helps manage equipment returns

• 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. 

• College level courses in office administration.
• Advanced knowledge of Microsoft Teams and Smart Sheet.
• Extensive computer skills including MS Office Suite (Word, Excel, Power Point, Access, Outlook), and Windows required. 
• Excellent customer service skills, and ability to multi-task in a fast-paced environment required. 
• Must be detail oriented and have good organizational skills. 
• Must be able to demonstrate excellent customer service skills and communication skills, including both written and verbal. 
• Must have good grammar skills. 
• Must have a demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers. 
• Must be able to work both with a team and independently. 
• Ability to make decisions independently within scope of authority and responsibility. 
• Adaptability and flexibility for changing demands. 
• Ability to set and manage priorities.

• Work Location: Will vary between telecommuting and OHSU Campus. Work Schedule: Hours and days vary
• Subject to computer work for several hours, as needed.
• May be expected to utilize office equipment within work area.
• Sitting in a chair or on a stool continuously, up to 8 hours per day
• Changing Position intermittently, as needed from sitting to standing to walking, etc.
• Walking intermittently 2 - 4 hours per day on concrete, vinyl, and carpeting.
• Carrying and lifting Up to 25 pounds (supplies, equipment, books, papers, etc) for intermittent periods and distances.

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