Administrative Coordinator at Oregon Health & Science University

, , United States -

Full Time

Start Date

Immediate

Expiry Date

18 Jun, 26

Salary

0.0

Posted On

20 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Scheduling, Time Corrections Processing, Operational Metrics Tracking, Payroll Reporting, Financial Reporting, Electronic Health Record Management, Template Management, Meeting Scheduling, Equipment Ordering, Supply Ordering, Onboarding Support, Regulatory Compliance, HR Compliance, Data Analysis, Attention to Detail, Confidentiality

Industry

Higher Education

Description

Department Overview The Rehabilitation Scheduling and Administrative coordinator performs a wide variety of technical tasks in support of the Division of Rehabilitation Services. Responsibilities include but are not limited to: scheduling of staff, processing of time corrections, accurate tracking of operational metrics such as payroll and financial reporting, opening/ closing templates in the electronic health record, reporting and promoting efficiency in these tasks; and accurate tracking of operational metrics and reporting. To a lesser extent the position schedules meetings, orders equipment and supplies, uses the electronic health record for scheduling and reporting, supports onboarding requirements and ongoing support of HR and regulatory requirements and supports content on the website. The role requires a high level of attention to detail, accuracy of work, use of several systems, and confidentiality. Function/Duties of Position Promotes scheduling of staff. This includes scheduling in software (Qgenda) for outpatient and use of other software such as Microsoft Office in acute and pediatric areas. This also includes template management to align with the schedule and reporting. Processes time corrections and promotes best practices for payroll accuracy and efficiency (Kronos); and creates and disseminates reporting to promote effectiveness. Serves as a back up administrative coordinator by ordering equipment and supplies, creating requisitions within Oracle and promoting prompt reconciliation of purchasing orders for payment and reconciliation of purchasing card for same. Promotes clear systems for communication of needs and regular inventory, ordering process to ensure needed items obtained. Works within parameters of budget and notifies manager if outside parameters. Promotes onboarding of new staff and ongoing competency in meeting regulatory / HR compliance. Gathers, analyzes and reports compliance information including staff productivity and other metrics. Other duties as assigned. 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. 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. Preferred Qualifications Bachelors degree in a business field and 6 months of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, OR Associates degree in a business field plus two years of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR Four years of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR An equivalent combination of education, training and/or experience. Healthcare experience with data management and use of computer systems. OHSU technical systems knowledge / experience. Database management Microsoft Office Epic – electronic health record Oracle Website updating SmartSheets Additional Details Computer proficiency for navigating an electronic medical record efficiently and using Word, Excel and Powerpoint and other systems. Frequent walking (66% of the day). Communication / speaking / hearing for telephonic communication. Physical mobility sufficient for managing inventory of supplies and periodic assistance with clinical environment (moving supplies, equipment, changing linen, routine cleaning – reaching, etc.). Why apply to OHSU? 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

Responsibilities

The Administrative Coordinator supports the Division of Rehabilitation Services by managing staff scheduling, processing time corrections, and accurately tracking operational metrics like payroll and financial reporting. This role also involves managing electronic health record templates, ordering supplies, supporting HR/regulatory compliance, and maintaining website content.