Administrative Coordinator at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

14 May, 26

Salary

0.0

Posted On

13 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Coordination, Calendar Management, CV Updates, Credentialing, File Maintenance, Document Drafting, Certification Tracking, Travel Arrangement, Expense Reporting, Liaison, Project Coordination, Office Supplies Maintenance, Onboarding, Data Entry, PowerPoint Presentations, Microsoft Office

Industry

Higher Education

Description

Department Overview Provide multi-faceted administrative support to the Division of General Surgery, Bariatric Surgery and Plastic Surgery. Function/Duties of Position Administrative Coordination-Plastic Surgery & Bariatric Surgery: Provide multi-faceted administrative support to the Division of General Surgery, Bariatric Surgery and Plastic Surgery. This includes: Coordinate/manage multiple schedules spanning clinical service, operating room (OR) service, education, and general calendar administration, including reporting vacation and sick leave of faculty to timekeeper. Work with clinic/OR schedulers regularly to ensure blocks are consistent for providers. Update faculty CVs and biosketches. Send out to organizations as requested by faculty. Coordinate hospital credentialing and preparation of board certification documentation. Manage and maintain all files pertaining to faculty activities, including academic, society, editorial, meeting agendas, manuscript reviews, journal papers, abstracts, chapters, etc. Support drafting/editing professional documents including writing/proofing faculty letters, book chapters, manuscripts/abstracts, and other publications. Track required certifications and support membership renewals as needed (DEA, ACLS/BLS, etc.). Provide Promotion and Tenure assistance to faculty. Monitor and track faculty CME and educational presentations. Arrange conference registration and travel for faculty and residents, and track expenses and input reimbursements. Coordinate legal expert reviews and act as liaison between attorney/firm and provider. Receive and review incoming mail and requests for information. Initiate follow-up letters and emails. Organize and maintain effective filing systems on all modalities used at OHSU. Independently plan and coordinate work on assigned divisional projects in accordance with deadlines. Act as a liaison for professional organizations and other clients. Coordinate processing and registration of division visitors, guest lecturers, volunteers, job applicants, etc. Reconcile p-cards, provide day-to-day expense information as needed by Finance Administrator and Division Manager. Maintenance of basic office supplies. Assist division manager in coordinating new faculty onboarding and orientation. Maintain departmental and division records with updated faculty information. Perform various confidential data entry services upon request and other confidential administrative support tasks as requested. Leadership Administrative Support (Division Chief-General Surgery, Bariatric Surgery and Plastic Surgery): Provides overall administrative support for both the Division Chiefs of General Surgery, Bariatric Surgery and Plastic Surgery. This includes coordination of complex schedules, coordination of travel itineraries for both domestic and international travel, managing reimbursements and tracking spending on divisional funds controlled by the Division Chief. Assist the Division Chiefs in initiating, reviewing, and drafting high-level memos, letters, and publications for the Division Chief as needed (Letters of Support, P&T Letters, etc.) Act as a liaison between the divisions and numerous professional organizations/pharmaceutical reps, and other clients, including internal leadership groups in the School of Medicine and OHSU Health Coordination of division visitors, guests, volunteers, and applicants Supports the Division Chiefs’ collaboration with BDMS Health System in Thailand, this includes but is not limited to coordinating regular speaking engagements, scheduling and coordination of a yearly visit by BDMS staff and providers through OHSU Global, and coordination of travel by Division Chief for annual visit to BDMS. Process requisitions and purchase orders Respond to queries about division services Coordinate division-wide symposia: to include invitations, brochures, budget, application and attainment of CME, preparation of materials, travel arrangements for keynote speakers, catering/lodging, reimbursement for travel. Coordinate internal and external division-wide meetings including monthly faculty meetings, leadership meetings, and journal clubs. Duties may vary based on leadership engagement in various organizations and committees. Under direction of the Division Chief and Division Manager, coordination of faculty retreats, candidate interviews, visiting faculty, and other special events as they occur. Create PowerPoint presentations for events and meetings. Keep a calendar of events to avoid conflicts with other activities within the divisions/department. Meeting coordination includes agenda, scheduling across multiple entities, and minutes. Communication and tech support: User support for Microsoft Outlook, Microsoft Office products, Windows operating systems, and other computer software programs; utilization of Oracle, Epic, and other OHSU software. Other Duties as Assigned: Perform other duties as assigned to benefit the Divisions of General Surgery, Bariatric Surgery and Plastic Surgery in accordance with OHSU policy governing this classification. 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. Demonstrated advanced skills in Microsoft Word, Excel, and PowerPoint. Experience with writing/editing professional documents, calendaring and travel arrangements/reimbursement. Proficient in EndNote. Demonstrated ability to accurately type 65 wpm, strong organizational skills and ability to effectively work withmanagement and employees in a manner that promotes teamwork, and a positive work environment required. Exceptional customer service skills both on the phone and in person. Demonstrated ability to work in a flexible, busy, and loud work environment with constant interruptions. Demonstrated excellent attendance record. Ability to multi-task and prioritize multiple deadlines is an absolute must. Ability to perform the job duties with or without accommodation. Preferred Qualifications Experience in an academic environment working with students and executive leadership. Additional Details Monday-Friday 7:30am - 4:00pm, Busy Office Environment; This is on site position located on Marquam Hill. 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 role involves providing multi-faceted administrative support for the Divisions of General Surgery, Bariatric Surgery, and Plastic Surgery, including complex calendar management, document preparation, and tracking faculty activities and certifications. Additionally, the coordinator offers overall administrative support to the Division Chiefs, managing high-level correspondence, travel, and coordinating division-wide events and meetings.