Administrative Coordinator

Oregon Health & Science University · United States

Hourly range for this position is $30.34 -$41.02; Commensurate with experience, education and internal equity.

This position performs a variety of advanced programmatic and administrative tasks to support the academic, clinical and research missions of the Division of Perinatology and the Department of Obstetrics and Gynecology. This position supports twenty-four physicians, three researchers, some fellowship program support, and staff supporting the research programs.

Coordinator Functions

• Manages offsite credentialing for Faculty
• Coordinates weekly fellowship conferences for the Perinatology Division
• Coordinates the fellowship program in conjunction with the department fellowship coordinator to ensure that division-specific ACGME obligations and regulations are met
• Coordinates monthly evening research meetings and Maternal Fetal Medicine business meetings
• Coordinates yearly Division Retreats
• Serves as the backup coordinator for Grand Rounds for the Department in conjunction with faculty leader: Schedules programs, distributes agenda information, and coordinates speakers, CME, room, and food. Organizes broadcasting or recording of Grand Rounds as appropriate. Maintains Grand Rounds website.

Administrative Functions

• Maintains faculty calendars and files, correspondence, and division files
• Maintains Faculty licensure for Oregon and Washington ( offsite contracts )
• Coordinates travel arrangements for faculty and visiting faculty: makes reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; arranges calendar for visiting faculty.
• Assists with interview scheduling for candidates and assists with new faculty onboarding.
• Processes payments and/or reimbursements of faculty expenses, e.g., medical licenses, memberships, meeting/conference registrations. Includes making payments of other division-related expenses.
• Processes monthly mileage logs for multiple faculty and multiple sites
• Manages monthly medical director time logs for faculty serving in those positions off site
• Analyze the expenditures on faculty Personal Business Expense reports and report suspected errors to proper personnel for action to enable producing faculty with accurate reporting.
• Orders supplies and coordinates Facilities work orders for the division
• Answers division phones from 8:00am-4:30pm. Routes calls appropriately and takes messages for faculty. Checks voicemail and returns messages daily.
• Greets visitors to the division, and serves as a guide for visiting faculty and other visitors.
• Provides superior customer service. Performs cross-coverage support for other administrative team members as needed.
• Sorts mail for Department of OBGYN and manages updated department employee lists
• Serves as network support for OHSU computer and telephone system (purchase software/hardware, coordinate moves and installations, coordinate repairs).

Other Duties As Assigned

• Participates in back-up coverage for other divisional coordinators, as needed.
• Performs other functions, as needed, to ensure a well operated division and department

• Four years of general office or secretarial experience; OR An Associates degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR A Bachelors degree and two years of general office or secretarial experience; OR An equivalent combination of training and experience.

• Use of Oracle and Microsoft Products including intermediate skill level in Word, Excel and PowerPoint.

  Well organized, detail-oriented, ability to work independently and complete projects on time. Ability to maintain confidentiality.

• BA or BS
• Experience with EPIC, Microsoft Access; and Adobe Acrobat form creation
• Experience in an academic or clinical setting

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