Administrative Coordinator

Department Overview

This position provides administrative support and coordination for the Brenden-Colson Center for Pancreatic Care (BCCPC), a collaborative group of scientists and clinicians doing world-class translational research in pancreatic health and disease. It also provides extensive executive level support for the BCCPC Co-Director, including calendaring, booking travel, updating CV, processing reimbursements, etc.. For the Center, this person coordinates and communicates with a large number of personnel from different OHSU departments and programs who are affiliated with the BCCPC. The work includes scheduling numerous meetings among high-level OHSU faculty members; managing and publicizing several BCCPC seminar series, collaborative meetings, educational conferences and participation in community events; arranging visits by outside faculty; and serving as a point of contact for IT needs. The successful candidate will demonstrate professionalism, excellent communication and organizational skills; be resourceful, detail-oriented and adept with technology; and have the ability to anticipate needs while remaining flexible in a dynamic environment. Proficiency in MS Office 365 (including Sharepoint) and Outlook calendaring is required.

Function/Duties of Position

Executive Assistance:

• Executive level support for Dr. Rosalie Sears: anticipates needs as they arise; manages complex and dynamic calendar; makes travel arrangements and generates itineraries with details; processes reimbursements; maintains CV and related documents

Scientific and Administrative Meetings Coordination:

Management of regular Center meetings, conferences and seminar series that incorporate both internal and external constituencies and collaborators, including Pancreas Research Monthly speaker series, scientific program mini-retreats, annual CME and/or patient education conferences, External Advisory Board meetings, and Steering Committee, Strategy Committee and staff meetings:

• Invites and schedules presenters as directed

• Determines dates and times that work for the most participants, rescheduling as necessary

• Sends meeting notifications and tracks attendance

• Coordinates with EdComm for remote participation and recording set up or other required AV services

• Identifies and reserves meeting rooms

• Orders and oversees catering

• Serves as on-site coordinator and troubleshooter

Communications:

• Monitors the Center's general email in-box for time-sensitive inquiries and directs them to appropriate party; assists with coordination and publicity for seminar series and other BCC presentations; assists with Center participation in community events.

Visitor Coordination:

Coordinates visits to OHSU for invited guest speakers, faculty recruitment candidates, and outside experts:

• Schedules visit and coordinates logistics (lodging, travel, etc.)

• Organizes visit itinerary, including seminars, one-on-one meetings, trainee lunches and faculty dinners

• Publicizes talks and/or meetings to greater BCCPC community & other interested OHSU groups (creates flyer, sends calendar invitations)

• Arranges space reservations, catering and A/V services

• Serves as escort during guest visits

• Arranges expense reimbursement and/or honorarium payments

• Works in collaboration with counterparts in other OHSU departments for co-hosted visitors

Financial:

• Reconciles Center P-Card accounts; submits disbursement requests

IT Contact:

• Serves as ITC-Level 1 contact as intermediary between ITG and Center personnel; orders new equipment as directed and gets users set up; assists with routine IT requests; maintains inventory of Center purchased computers and software licenses

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):

• Proficient user of MS Word and basic Excel.

• Excellent command of MS Outlook, Sharepoint and Teams.

• May be required to take skills assessment.

• Must be able to perform the essential functions of the position with or without accommodation.

Preferred Qualifications

• Bachelor's degree

• Experience providing executive level support and supporting a team.

• Experience coordinating a meeting series or conference and/or managing events.

• Knowledge of Oracle, 25Live, Cisco Meeting (Webex), Adobe Acrobat Pro

Additional Details

• Open-plan office environment. Work schedule can vary due to needs of special activities and events. This position is normally not suitable for remote work; employee is expected to work in person at the office.

• Working at a desk (sitting) and utilizing a computer for most of the working day (8 hours), with breaks. Ability to ride the aerial tram and walk long distances across campus. Ability to lift and transport materials used in the course of duties to required locations, up to 25 lbs with accommodation.

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.