Administrative Coordinator
Oregon Health & Science University
United States24mo ago
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Skills
About the role
Department Overview
OHSU Neurological Surgery maintains dedicated programs in brain, skull base, and pituitary tumors, spinal surgery, vascular neurosurgery, movement disorders, epilepsy, facial pain, complex spinal and cancer pain, pediatric neurosurgery, craniofacial disorders, hydrocephalus, spina bifida, spasticity, peripheral nerve disorders, and nervous system trauma.
Function/Duties of Position
Department Leadership Support:
- Serves as administrative support for Neurological Surgery programs and leaders across OHSU Health sites for neurological surgery.
- In coordination with the Department administration team and leaders, works to establish weekly/monthly priorities, schedules, correspondence and signatory documents, and other matters associated with the functions and operations essential for smooth functioning operations of the department.
- Manages complex scheduling priorities and coordinates day-to-day activities for department leaders, schedules appointments, and proactively reviews calendars,
- Researches, locates, assembles and summarizes correspondence, information, and/or data for administrative action; composes, edits and proofs written materials.
- Recognizes priority needs and urgent requests and re-adjusts schedules to meet the sometimes conflicting interests of all parties.
- Advises leaders of commitments and project status, anticipates needs by furnishing information required for meetings, responds to written and phone inquiries from internal and external customers as requested.
- Attends meetings and interfaces with various stakeholders, sets agendas, assists with meeting arrangements, takes minutes. Assists with compiling and analyzing information and data, including creating and maintaining reports.
- Makes local, state, national and international travel arrangements as needed including flight, lodging, ground transportation, and conference registration. Submits and tracks authorization and reimbursement documents.
- Cross-trained and provide back-up coverage to leaders and faculty when staffing coverage or workload demands require.
Departmental Administrative & Project Coordination
- Works with administrative team to coordinate faculty affairs processes. Assists Project Coordinator with projects such as promotion and tenure process and annual review processes for department faculty.
- Maintains department templates such as letterhead. Maintains accurate records, contact lists, organization charts, and rosters. Maintains electronic shared document locations and internal work sites such MS Teams or SharePoint.
- Serves as IT Contact for department as needed by directing members to resources and coordinating requests.
- Serves as a member of the NSG employee recognition team. Coordinates annual employee events and celebration and assists with annual department events and meetings.
- Maintains certification as a Notary Public and notarizes documents as needed.
- Maintains and reconciles OHSU procurement card.
- Answers the Department main phone line and general email inboxes and directs inquiries appropriately.
- Assists with Department content editing on social media, website, and other electronic communications platforms.
- Assists with facilities requests, supply inventory and stocking, coordinating space assignments and planning processes, including submitting facilities maintenance and IT requests.
- Collaborates with other administrative employees in the department. Assists on special projects and tasks as needed. 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.
Two years ears of required experience in coordinating and implementing an administrative process including analyzing data, tracking and communications.
Experience with explaining and disseminating policies and procedures.
Coordination and administrative support of departmental projects, programs, initiatives, and operational activities.
Ability to apply and follow established policies, procedures, protocols, regulatory requirements, and administrative guidelines.
Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and perform effectively in time-sensitive situations.
Experience coordinating complex calendars, scheduling appointments, meetings, and events involving multiple stakeholders.
Ability to coordinate travel arrangements, process reimbursements, and support related administrative activities.
Ability to organize and support meetings, conferences, events, and visitor activities, including logistics, catering, materials preparation, and follow-up.
Excellent oral, written, and interpersonal communication skills, including professional phone etiquette and customer service.
Demonstrated ability to compose, edit, proofread, format, and distribute correspondence, reports, presentations, and other written materials with a high degree of accuracy and professionalism.
Ability to collect, organize, maintain, and report data while ensuring accuracy, completeness, and confidentiality.
Ability to identify routine issues, gather information, recommend solutions, exercise sound judgment, and escalate concerns appropriately.
Strong collaboration and relationship-management skills, with the ability to work effectively and professionally with faculty, providers, staff, trainees, patients, visitors, and institutional partners.
Ability to support quality improvement, compliance, accreditation, and operational initiatives through coordination, documentation, tracking, and follow-through.
Ability to maintain departmental communications, websites, shared resources, and other electronic or digital content using established standards and processes.
Demonstrated reliability, punctuality, professionalism, and commitment to providing consistent administrative support in a fast-paced environment.
Ability to work independently and collaboratively as part of a team while maintaining flexibility and a problem-solving approach.
Ability to maintain the highest level of discretion and confidentiality when handling sensitive, proprietary, personnel, financial, or patient-related information.
Intermediate proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, as well as other business and administrative software systems.
Ability to develop working knowledge of clinical, academic, research, and administrative operations within a large academic health system.
- Ability to perform the job duties with or without accommodation.
Preferred Qualifications
Working knowledge of SmartSheet, Microsoft Excel, Microsoft Visio, QGenda, Qualtrics
Additional Details
Medical office environment, including outpatient/inpatient settings. Exposure to human tissues/fluids possible. A flexible schedule is required to support business needs, including occasional overtime hours. Some early mornings, evenings and weekends may be required. This flexibility includes a hybrid schedule of in-office and teleworking. May be required to report in-person to OHSU and its partner locations on an as-needed basis. May be required to travel within the Portland metro area to work with partner sites. The administrative environment can be busy with many possible interruptions, multiple demands and constant interactions with people.