Department Overview

* Available for Hybrid Work*

OHSU is Oregon's only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington. We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health - and with a network of campuses and partners throughout Oregon. We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding. We are a statewide economic engine and Portland's largest employer. And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state.

The Administrative Coordinator's purpose is to provide high level administrative support to Cardiology faculty members as assigned. This includes coordinating efforts between PAS and administrative teams for seamless provider support as well as coordinating the EP team's call schedules, off site work set up, research projects and clinical schedules. QGenda Coordination, IT Coordination and Timekeeping Coordination.

Function/Duties of Position

Administrative and General Office Support:

* Serves as administrative support to Knight Cardiovascular Institute faculty members which includes heavy managing Outlook calendars, involves discovering irregularities to ensure a smooth running day schedule, coordinating with PAS team to ensure EPIC clinic schedules coinside with QGenda/Outlook , typing a variety of correspondence. Opens and distributes mail; orders lab coats and business cards; answers phones and provides information/direct calls, faxes. Orders office supplies, phone, computer and printer support. Organizes and maintains filing systems as appropriate. Participates and coordinates in event coverage as needed including booking conference rooms, ordering catering and setup/clean up. Coordinates meetings by request of faculty or manager using Outlook. Maintains call calendars, QGenda, and schedules for clinical duties as appropriate.

* Support KCVI administrators and managers on short-term projects as needed. Back up support for administrative team and KCVI Administrative Manager as needed. Communication short term and long term projects; responsible for preparing, submitting, tracking, scheduling, planning, and onboarding. This may include vacation coverage, work overflow management and special

projects as assigned. Traing new staff. Development of Standard Operating Procedures.

* IT: Order/keep track of hardware and software such as Adobe, phone, mobile, pager, computer or laptop... Submit request for long distance code, Xdrive access, SPOK, universal CARS (additional CARS submitted by hiring manager), and PaperCut

* Space: furniture, office supplies, heat jack for phone, key order

* Admin: lab coat, scrubs, copier access, business card, mail box, photo headshot request send to EdComm

Timekeeping Coordination; this includes tracking, review Kronos for detect discrepancies; communicate with HR for any related HR timekeeping

Financial Support:

* Responsible for preparing, submitting, tracking and reconciling a variety of financial/accounting documents such as purchase orders, disbursement requests, one time payments, travel reimbursements, deposits as well as ordering/requisitioning limited to 5K lab supplies. Requisitions above this amount will be completed by Jennifer Young. Responsible for purchasing and receiving activity. Prepares, modifies, and forwards for approval all Oracle purchase requisitions. Electronically receives and closes out purchase orders within 90 days of creation.

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.

* Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

Job Related Knowledge, Skills and Abilities (Competencies):

* Demonstrated competency with Microsoft Word, Excel, Powerpoint and Outlook.

* Typing 45 WPM.

* Eperience with scheduling appointments and complex calendaring.

* Experience with event coordination, catering, lectures, and meeting/greeting visitors, and affiliates.

* Proficient in Oracle or a similar ordering system, including experience with creating requisitions and recieivng.

* Must be detail oriented, self-motivated and able to problem solve.

* Must have excellent interpersonal and public relations skills.

* Must possess strong organizational skills, must be flexible, creative, with demonstrated professional customer service skills/experience both over the phone and in person.

* Requires multi-tasking prioritizing to stay organized with multople interruptions.

* Skill at taking meeting minutes and composing, editing, proofing, and copying written materils.

Preferred Qualifications

* Bachelor's degree preferred.

* Experience with Oracle's iProcurement system preferred

Additional Details

Benefits:

* Two raises per year - One at anniversary date and one across the board annual increase

* Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee

* Two separate above market pension plans to choose from

* Vacation- up to 200 hours per year depending on length of service

* Sick Leave- up to 96 hours per year

* 8 paid holidays per year

* Substantial Tri-met and C-Tran discounts

* Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)

All are welcome

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.