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--Telecommuting

Job ID: 2024-32364
Type: Regular Full-Time
# of Openings: 1
Category: Administrative/Office Support
Telecommuting

Overview

Under the oversight of the Director of the Office of Learner Placement and Housing, the OLPH Administrative Coordinator will provide support to the activities associated with OHSU 2025 Objective 2.1: Implement an integrated system to manage learner placements in all required settings.

The Administrative Coordinator will be charged with coordinating the review and cleanup of OHSU’s Education Affiliation Agreements into a centralized learner placement software called EXXAT. This position will serve as the primary contact for program representatives requesting new education affiliation agreements, data entry for establishing a new clinical site, assisting with monitoring and developing new short term lease agreements for housing and responding to requests to gather information on current contracts.

This position will work collaboratively with the OLPH team and OHSU Programs, Contract Services, Legal, and Risk Departments, the Assistant Vice Provost for Accreditation, and the Office of Visitors and Volunteers to ensure the efficient and effective coordination of organizing and securing educational affiliation agreements. This position will also provide administrative support to the Manager, Clinical Placements and will be responsible for ensuring the contract management system is kept up-to-date and accurate.

The Administrative Coordinator will be responsible for pulling reports in the EXXAT System to ensure oversight, analysis and foresight into upcoming contract expirations dates and current utilization of sites to certify contracts are being renewed in a timely manner. This position works closely with clinical placement staff to ensure each site and location information within EXXAT remains current and programs know when information is missing.

The successful candidate will be self-motivated, able to work independently and demonstrate excellent organizational and communication skills, both written and verbal. Further, the candidate will address issues, using a high-level of problem-solving skills, and be pro-active in making recommendations to management for system improvements. This position requires a high-level of attention to detailed, customer service, collaboration, ability to learn new systems in a short timeframe. In addition, a successful candidate must be pro-active and have a solution-oriented attitude.

This position requires frequent communication with OHSU departments, such as the contract services department, Office of Visitors and Volunteers, Provost Office, and academic program/departments. This role requires advanced communication, writing, and organizational skills, time management and conflict management skills as well as the ability to make decisions independently.

Responsibilities

• 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.

Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility

• Exposure to drafting, reviewing, monitoring contracts, housing leases, procurement orders, work requests or any other type of document that would be necessary in order to acquire goods/services from a supplier.
• Demonstrated computer proficiency with MS Office Suite.
• Advanced Excel knowledge including spreadsheet creation and maintenance mastery.
• Demonstrated experience working in a cloud-based or access databases at an intermediate level of expertise;
• keyboarding proficiency and accuracy with min. 50WPM;
• exceptional organizational skills; highly detail oriented and committed to follow through;
• high level of initiative with the ability to work independently;
• ability to exercise sound judgment in making decisions or dealing with unusual situations, exemplary communication and customer service skills to serve both internal and external OHSU customers;
• ability to multitask and prioritize tasks/duties under pressure;
• Must have very strong composing, proofreading and editing skills;
• Excellent grammar, punctuation and spelling skills required;
• Must have demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers.

Qualifications

• Experience with use of electronic contract management systems.

PI255411064

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