Career and Workplace Enhancement Center Administrative Coordinator at Oregon Health & Science University

, , United States -

Full Time

Start Date

Immediate

Expiry Date

22 Jun, 26

Salary

39.72

Posted On

24 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

LMS Coordination, Administrative Support, Data Analysis, Customer Support, Process Improvement, Vendor Management, Training Support, Logistics Management, Communication, Record Keeping, Procurement, HR Systems, Timekeeping, Problem Solving, Project Collaboration, Inclusion

Industry

Higher Education

Description

Department Overview OHSU has begun a journey of transformation. We are committed to evolve our culture, policies and practices into a inclusive and multi-cultural organization. We expect that all team members will show commitment to belonging and inclusion advancement by: Understanding and modeling cultural competence and skill communicating with stakeholders from diverse backgrounds. Having the ability to work with and support learners who may have disabilities. Partnering with practitioners across OHSU. Contributing to an inclusive work environment by welcoming and valuing differences and communicating positively with colleagues. Embedded within the Career and Workplace Enhancement (CWE) Center, the Administrative Coordinator serves as a central operational and coordination member of the team. This role leads the coordination of Compass (Learning Management System) as well as the Professional Development Reimbursement Program for employees. In addition, the Administrative Coordinator role provides comprehensive administrative support to the department, supports department internal communications and provides customer support to internal and external customers Function/Duties of Position Coordination: Coordinates and maintains Compass, OHSU’sLearning Management System (LMS) for courses and programs. Acts as department point of contact for the LMS, providing individualized support based on learner needs. Trains others in the department on how to use the LMS and leads process improvement effots around the LMS. Accurately inputs course and program information, registrations, and completions. Serves as a resource for Smartsheets survey software and assists with pulling reports or creating surveys as needed. Collects and analyzes data on training programs utilizing Cognos, Compass, Excel, and other programs to inform data-driven decisions and strategies across the Learning and Development team. Coordinates and implements the administrative processes of programs, such as the Professional Development Reimbursement Program (PDRP), career counseling appointments, informational interview requests, conflict coaching andLinkedIn Learning. Responsible for the development of and adherence to policies/procedures related to programs and other department wide resources. Provide support to online and in-person trainings to provide an inclusive learner experience, this may include providing live classroom support during virtual and in-person sessions. Effectively solves class-related issues, including technical issues, scheduling issues, access, learning options, location, and other logistics using independent decision making. Collaborates on special projects that increase the utilization and awareness of Center resources; this may include newsletters and other communication related tasks. Provide in-person and virtual presentations to OHSU employees and other customers to inform about department programs and resources. Manage relationships with external vendors, including coordinating and processing contracts, ensuring timely and accurate payment of vendor invoices, making decisions, and communicating and educating vendors. Administrative Support Locates and reserves classroom training space utilizing space reservation software. Communicates with customers regarding class confirmations, reminders, no-show notifications, and changes. Elevates themes and input around no-shows and other learner patterns and barriers to Career and Workplace Enhancement Centeter team colleagues and participates in problem-solving Keep stakeholders informed of program changes, concerns and issues in an effective and timely manner. Orders catering for trainings. Assists with photocopying and preparing training materials, including providing individualized materials and supports that provide accommodations for learners. Manages all supplies, equipment, and materials requests for the CWE Center team, including processing purchase requests and maintaining an organized on-campus storage closet.Creates and submits purchase orders and reconciles procurement cards. Processes HR actions, utilizing Oracle and other HR systems and processes. Serve as ITC for department (purchase software/hardware, coordinate moves and installations, coordinate repairs, liaison to help desk personnel, etc.). Serves as timekeeper for Learning and Development team and backup Kronos timekeeper for the Learning and Development department. Safeguards the confidentiality of information. Makes travel arrangements and reservations, as needed. General Department Assignments Provides high-quality customer service including communicating with customers about class details, connecting customers with department resources, and triaging questions. Assists employees to utilize department resources. Answers and triages telephone calls, teams messages, Jira tickets and emails received by responding to inquiries, providing information and routing customers/colleagues to the appropriate source. Develops resources that respond to recurring questions or issues. Manages department Outlook email accounts, providing responses and disseminating as appropriate. Manages department Outlook calendars. Maintains tracking systems for department equipment, resources, and accesses needed via the CARS system, key requests, badge access, etc. Maintains working knowledge of all department resources, programs, training and activities. Assists with the coordination of in-person learning events, such as planning the OHSU Learning Day and tabling at organization-wide events. 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. Contact Compensation for confirmation of eligibility. Preferred Qualifications Demonstrated excellence in answering phones, greeting customers, responding to customer questions, providing information and referring customers/colleagues to the appropriate source. Experience working with diverse populations. Experience managing vendors. Experience working in a professional setting. Experience supporting hybrid teams Experience with processing of purchase orders and requisitions. Experience providing administrative support to a manager. Attentive customer service skills, including the ability to be responsive to the needs of a diverse workforce. Ability to coordinate and monitor projects and carryout support activities coordinated by others. High level of skill and familiarity working with web-based and online systems/programs. Intermediate to advance knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Smartsheetsand Sharepoint. Ability to work in a high-pace environment. Ability to multitask with excellent attention to detail. Strong prioritization skills. Action oriented. Strong problem-solving skills. Ability to work independently, demonstrating sound judgment and decision making. HR and/or training and development related experience. Experience working as an administrative assistant in a customer service centered department/business, supporting 10 or more people. Project management experience. Experience working in a unionized environment. Additional Details Monday-Friday, 8am-5pm (PST) hybrid via onsite and remote locations (telework) as needed. Occasional weekend, early morning, and evening hours may be required. Heavy use of computers for long periods. Ability to compose and prepare job-related materials, communications, and reports. Regularly required to communicate with others by phone, in-person, Teams and other electronic means. 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

This role serves as a central operational and coordination member within the Career and Workplace Enhancement Center, leading the coordination of the Compass Learning Management System and the Professional Development Reimbursement Program. The coordinator also provides comprehensive administrative support, manages internal communications, and offers customer support to internal and external stakeholders.