Administrative Coordinator

Department Overview

The basic science research departments at OHSU are seeking an outstanding Administrative Coordinator.

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, executive support, purchasing/purchasing card reconciliation, travel planning/post-travel reimbursement, and seminar/event support.

Function/Duties of Position

Executive level support for department chair

• Scheduling –Plan and respond to meeting requests, ability to triage meeting requests and accommodate changing priorities, maintain confidentiality.
• Travel – Coordinate domestic and international travel for department chair using policies and procedures outlined below.
• Assist with correspondence, renew professional memberships, assist with special projects and data assessment as needed.

Lab purchasing and procurement-card (p-card) reconciliation

• Become familiar with OHSU purchasing/P-card policies and maintain knowledge as policies update.
• P-card acquisition, tracking, and reconciliation in iExpense.
• Reconcile of p-card transactions for faculty, staff, and trainees.
• Independently manage full-cycle ordering of research and office supplies, equipment, and other goods/services.
• Point of contact to explain OHSU purchasing policies and procedures.
• Request purchase orders (POs) for complex orders.
• Resolve purchasing issues related to invoicing, receiving, and returns.
• Process work orders, professional service contracts, standing orders, and other forms of procurement of goods and services.

Plan, arrange, and reimburse/reconcile department travel

• Become familiar with OHSU travel policies and maintain knowledge as policies update.
• Point of contact to explain OHSU travel policies and procedures.
• Arrange complex and detailed travel arrangements, itineraries, agendas, and compilation of related documents.
• Process travel reimbursements, related P-card reimbursements, hotel direct billing, and group travel. Cross department support within all of the Basic Science unit as needed.

Departmental Summer Internship Coordination

• Coordinate planning, onboarding, internship event management, reimbursements, and work with the foundation on sponsorship.

Back-up coordination of departmental seminar series

• Coordinate all logistics associated with seminar series including but not limited to travel, accommodation, catering, special event set-up/clean-up, communications, maintenance of seminar schedule, creating/maintain calendar invites, and AV coverage on a back-up basis.

Other administrative responsibilities

• Work with members of BS admin team to identify tasks in need of improvement/streamlining. Work collaboratively to develop and implement solutions.
• Provide back-up admin support for other Basic Science departments as needed.
• Coordinate space, equipment purchasing and infrastructure needs with Lab Management administrative coordinator. 
• Coordinate with HR Coordinator and BASCIT on equipment and digital access requests for new employees, equipment returns, telecom set-up.
• Coordinate T32 training grant data for progress reports, renewals and new applications. With committee direction, track and assign individuals to the training grant with appropriate documentation.  
• Front desk support.
• Faculty and steering committee meeting support to include scheduling rooms, maintenance of calendar invitations, AV, and preparation of agenda and taking minutes.
• Facilities work requests.
• Mail distribution.
• Maintenance of conference room calendar(s).
• Faculty annual review and Promotion & Tenure support.
• Large and other Social event support.
• 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.

• Intermediate to advanced computer skills. Ability to learn new systems with training.

• Team oriented, detail oriented, ability to problem solve.

• Excellent oral and written communication skills.

• Ability to exercise good judgment and initiative, ability to prioritize and organize workload. Capable in managing competing priorities.

• Self-directed on responsibilities associated with the position.

Preferred Qualifications

• Background in seminar coordination, travel planning, HR and purchasing.

• Experience providing executive level support.

• Experience in higher education.

• Experience with Oracle Purchasing.

• Experience with MS 365, SharePoint Online, SmartSheet.

Additional Details

Monday – Friday, 40 hours per week.

Hybrid - In-person attendance required, up to 2 days per week currently may be remote.    

Exposure to basic science laboratories.

Benefits 

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K 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 dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and national businesses.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]