Administrative Coordinator at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Apr, 26

Salary

0.0

Posted On

29 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Scheduling, Travel Coordination, Administrative Support, Operational Duties, Purchasing, Reconciliation, Communication Skills, Problem Solving, Attention to Detail, Confidentiality, Team Oriented, Self-Directed, HR Support, Data Assessment, Meeting Facilitation

Industry

Higher Education

Description

Department Overview The Basic Science research departments at OHSU are seeking an outstanding Administrative Coordinator. This position provides exceptional customer service in a fast-paced, highly-productive, and diversified research and academic environment to faculty, staff, and trainees. Responsibilities include, but are not limited to executive support, operational and logistics support, purchasing/purchasing card reconciliation, travel planning/post-travel reimbursement. Function/Duties of Position Executive level support for department chair. Scheduling – Maintain chair calendar which includes clinical, research, and administrative leadership activity. Plan and respond to meeting requests promptly and professionally, work closely with other leadership admins, ability to triage meeting requests and accommodate changing priorities, maintain confidentiality, anticipate needs. Travel – Coordinate domestic and international travel for department chair and her research and clinical team using policies and procedures outlined below. Provide admin support for chair clinical and research activity. Other executive support duties – Edit/sign/submit letters on behalf of chair, renew professional memberships, assist with special projects and data assessment using various tools (EX: Qualtrics surveys). Operational duties. Coordinate space, equipment purchasing and infrastructure needs with Lab Management administrative coordinator. Coordinate with BASCIT on equipment and digital access requests for new employees, equipment returns, telecom set-up and changes (requesting phone service, RightFax access, SPOK, OHSU cell phones, etc.). Department administrator delegate for IAMS requests, key requests, badge access. Submit Facilities work requests. Plan, arrange, and reimburse/reconcile department travel. Arrange complex and detailed travel arrangements, itineraries, agendas, and compilation of related documents for dept. chair and her team. Assist with other department travel as needed. Lab purchasing and procurement-card (p-card) reconciliation. Other administrative responsibilities. Work with members of BS admin team to identify tasks in need of improvement/streamlining. Work collaboratively to develop and implement solutions. Provide back-up admin support for other Basic Science departments as needed. Maintain MMG Personnel directory in Smartsheet collaboratively with HR coordinator. Support Faculty annual review process - schedule and track reviews (requires scheduling of 1, 2 or 3 meetings depending on faculty position), collect review documents, obtain all signatures, submit to SOM. Requires strong attention to detail, confidentiality and adherence to a strict timeline. Support Promotion & Tenure process- Facilitate meetings, and communication between MMG P&T committee chair and members and faculty candidates. Collect documents, solicit support letters, upload information into SOM P&T system. Requires strong attention to detail, confidentiality, and adherence to a strict timeline. Faculty meeting support to include scheduling rooms, maintenance of calendar invitations, AV, and preparation of agendas and minutes. Miscellaneous admin support as needed for department faculty/staff/students. Required Qualifications 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. Intermediate to advanced computer skills. Ability to learn new systems with training. Team oriented, detail oriented, ability to problem solve. Excellent oral and written communication skills. Ability to exercise good judgment and initiative, ability to prioritize and organize workload. Ability to maintain confidentiality. Self-directed on responsibilities associated with the position. Preferred Qualifications Experience providing executive level support. Experience in higher education. Experience with travel, purchasing, HR. Experience with Oracle Purchasing. Experience with MS 365, SharePoint Online, Smartsheet. Additional Details Monday - Friday, 40 hours per week. Hybrid, in-person attendance required, up to 2 days per week currently may be remote. Exposure to basic science laboratories. All are welcome 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.

Responsibilities

The Administrative Coordinator provides executive support to the department chair, including scheduling, travel coordination, and administrative tasks. Additionally, the role involves operational duties such as purchasing and supporting faculty activities.