Administrative Coordinator at Oregon Health & Science University in Portland, Oregon

Job Description:

Oregon Health & Science University

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.


Administrative Coordinator

US-OR-Portland

Job ID: 2024-31587
Type: Regular Full-Time
# of Openings: 1
Category: Administrative/Office Support
Portland, OR (Marquam Hill)

Overview

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: Purchasing, reimbursements, travel, event management, recruitment and onboarding administrative duties, and general support of department needs.

Independently manages ordering of research and office supplies, equipment for department and research laboratories, and computer/networked equipment orders.

• Maintains accurate order tracking.
• Uses OHSU’s purchasing system, Oracle, for laboratory research and departmental orders including, but not limited to: back-and-forth communication with requesting lab personnel, entering requisitions, follow up with vendors as necessary, ensure orders are marked as received in Oracle, send invoices to Accounts Payables, research payments, and closing of old purchase orders.
• Places orders with departmental credit card (P-Card) including reconciling credit card on a weekly basis, coordination of standing orders such as water, demurrage, file storage, and water system maintenance. Also responsible for assisting other P-card holders with reconciliation.
• Order office supplies from OHSU vendor, Staples, for administrative office and laboratories.

Arrange and reconcile travel for faculty, staff, and trainees.

• Use OHSU preferred travel vendor and direct bill, where possible.
• Hotel direct billing.
• Post travel reimbursement
• Recruitment weekend travel arrangements

Department Support

• Supports meetings and meeting planning including taking meeting minutes, soliciting agenda items, and any necessary administrative follow up.
• Provides calendar assistance to designated department leaders
• Coordinates call schedules, maintaining accurate calendars, sending weekly prompts to faculty.
• First point of contact for Department of Psychiatry administrative offices including greeting patients and guests, answering phones, and patient check in.
• Provide back-up PAS support for patient refill requests, confirmation calls, co-pays collection, and scheduling patient appointments
• Facilitate, maintain accurate tracking, and generally support the OPPE/FPPE program.

Event Support

• Responsible for logistics related to events including Ground Rounds, M&M, visiting seminar speakers, retreats, and other events.
• Responsible for advertising, tracking, and executing Grand Rounds, M&M, Woodcock Luncheon, Dinner, and Breakfast. Rondeau Lecture, Saslow Lecture and luncheon, and other special events as assigned. This includes working with outside agencies, vendors, restaurants, hotels, printers, and individuals.
• Maintains invitation and VIP lists for communication of events.
• Coordinates the CME process when required.

Recruitment/Faculty On-Boarding Support

• Schedule candidate interviews, escort candidates day of on-site interviews
• When requested, redact and prep candidate resumes and application materials.
• Draft advertisements, work with publications/website on posting recruitments
• Support incoming faculty and staff orientation to department policies and standards
• Assist with preparing key requests, ID badge forms, computer access, telecom needs.
• Assist with coordinating Visa paperwork and processing for new and renewing employees.

Administrative Office Support

• Facilities work requests.
• Equipment and supplies inventory management.
• Miscellaneous office tasks including, but not limited to, distribution of mail, sign for deliveries, deliver mail to Veteran’s Administration staff, and welcoming visitors.

Responsibilities

• Four years of general administrative experience; OR
• An Associate’s degree or certificate in office occupations or office technology and two years of general administrative experience; OR
• A Bachelor’s degree and two years of general administrative experience.
• Strong verbal and written communication skills
• Excellent problem-solving skills
• Professional demeanor
• Ability to manage confidential information
• Detail-oriented
• Well-organized
• Capable of working independently
• Capable of managing competing priorities
• Intermediate skills in MS Office applications (Word, Excel, PowerPoint)

Qualifications

• A Bachelor’s degree in a Finance or Administrative field and four years of general administrative experience.
• Prior experience with purchasing, credit card reconciliation, and travel.
• Prior experience in an education and/or research environment.
• Prior experience at OHSU.
• Advanced MS Office skills
• Familiarity with NIH regulations, forms, and procedures.

PI250138193

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