Administrative Coordinator at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Jul, 26

Salary

39.72

Posted On

16 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative coordination, ACGME accreditation compliance, MedHub, Data management, Scheduling, Communication, Microsoft Office Suite, Organizational skills, Critical thinking, Analytical skills, Policy interpretation, Event coordination, Recruitment support, Record keeping, Confidentiality

Industry

Higher Education

Description

Department Overview With direct oversight from the Director of Education Programs and in collaboration with the Neurology Residency Program Director and fellowship program directors, the Program Coordinator serves as the primary coordinator for the Neuromuscular Medicine and Vascular Neurology Fellowship Programs and provides comprehensive administrative coordination for the Neurology Residency Program. This position manages day-to-day operational tasks for assigned programs and acts as a crucial liaison between residents, fellows, faculty, and program leadership. This position is integral to supporting ACGME accreditation compliance and program excellence under the direction of the Director of Education Programs. *Please include a cover letter with your application and resume. Function/Duties of Position Neuromuscular Medicine Fellowship – primary coordinator• Annual recruitment process: application processing and screening, interview day coordination, website and promotional materials,evaluation and ranking procedures• New fellow onboarding: orientation schedule and calendaring• Accreditation compliance: ACGME documentation, annual program update support, site visit preparation• Didactic series coordination• Exam Proctoring• Semi-annual CCC support: schedule meetings, compile and distribute milestone and evaluation data for program director• Annual Program Evaluation support: pull evaluation reports and compile data for program director review• MedHub rotation schedules, schedule verifications, and absence tracking• MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluationsVascular Neurology Fellowship – primary coordinator• Annual recruitment process: application processing and screening, applicant host and liaison, interview day coordination, website andpromotional materials, evaluation and ranking procedures• New fellow onboarding: orientation schedule, rotation schedules, and calendaring• Accreditation compliance: ACGME documentation, annual program update support, site visit preparation• Semi-annual CCC support: schedule meetings, compile and distribute milestone and evaluation data for program director• Annual Program Evaluation support: pull evaluation reports and compile data for program director review• MedHub rotation schedules, schedule verifications, and absence tracking• MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluationsResidency Program – Operations Support• Residency didactic series: coordinate and schedule Thursday noon conference, Monday noon conference series, Friday noon conferenceseries• MedHub evaluation management: system setup, evaluation dissemination, completion tracking, compliance reminders• MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluations• Residency curriculum maintenance: maintain educational resources and support curriculum implementation• Resident handbook: develop and maintain, coordinate annual updates• Boot Camp coordination: annual 2-week orientation program for incoming PGY-2 residents including lectures, workshops, and simulation• Exam proctoring and coordination: RITE exam scheduling, registration, proctoring, and records• Conference attendance tracking: implement and maintain system per GMEC requirements• IT requests: submit and track technology requests for education programs• Alphagraphics Lead – business cards; graduation certificates if needed outside of GME spreadsheet• Away rotations (Neurohospitalist, Other)• Education Chief Support: Didactic support for education chiefs: scheduling, logistics, and materials coordination; Education chief handbook: maintain and coordinate annual updatesProgram Administration• Program Letters of Agreement (PLAs): develop and maintain PLAs for all programs across all participating sites• Graduation: full event coordination including certificate orders, logistics, and vendor management• Research Day coordination and support to Research Associate Program Director• Visiting Observer Program 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 one year of experience. Contact Compensation for confirmation of eligibility. Experience interpreting and implementing policies Advanced proficiency with Microsoft Office Suite (particularly Excel, Word, and PowerPoint) Strong organizational skills with exceptional attention to detail Ability to manage multiple deadlines and prioritize tasks effectively Excellent written and verbal communication skills Ability to interact professionally with residents, faculty, and stakeholders at all levels Ability to work independently and as part of a team Critical thinking and analytical skills for problem-solving Ability to interpret and implement complex regulations Demonstrated ability to handle confidential information with discretion Capacity to work effectively in a fast-paced environment with periodic interruptions Preferred Qualifications Previous experience as a residency or fellowship program coordinator Experience coordinating residency interview schedules and recruitment processes Proficiency in ACGME's Accreditation Data System (ADS) Experience with residency management systems (e.g., MedHub, New Innovations) Experience with scheduling software (e.g., Amion) Understanding of ACGME Common Program Requirements and specialty-specific requirements Knowledge of Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) functions Familiarity with NRMP and ERAS processes C-TAGME certification (Certified Training Administrator for Graduate Medical Education) Additional Details Working Conditions: Full-time position, Monday through Friday, onsite every Thursday Occasional evening or weekend work required during peak recruitment and event periods Hybrid work arrangement with primary office location on OHSU campus Office environment with standard equipment use Physical Demands & Equipment Usage: Ability to work at a computer workstation for extended periods Capacity to read detailed information from digital displays Manual dexterity to operate standard office equipment and computer peripherals Verbal and auditory ability to communicate effectively in person, via phone, and video conferencing Ability to speak clearly and demonstrate patience and understanding with diverse stakeholders Occasional light lifting and carrying of office supplies or equipment up to 15 pounds 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 Program Coordinator manages day-to-day operations for neurology fellowship and residency programs, acting as a liaison between faculty, residents, and leadership. Key duties include ensuring ACGME accreditation compliance, coordinating recruitment processes, and managing educational schedules and evaluations.