Administrative Coordinator

Department Overview

The Administrative Coordinator in the Copy Center at OHSU is critical in facilitating the operations of the Print and Office Automation department. This position is the central point of contact for various stakeholders and ensures seamless coordination between different teams and functions. This multifaceted position encompasses several key responsibilities to ensure the seamless operation of the copy center and support various departments across the organization; these diverse responsibilities include maintaining and supporting Contracted Service Technicians, managers, vendors, and customers while maintaining efficient copy center operations.

Function/Duties of Position

Central Point of Contact:

• Serve as the primary liaison between Contracted Service Technicians, Network Technicians, Service Managers, Shop Managers, Sales Representatives, and PaperCut Managers. Coordinate daily activities, provide assistance, and facilitate communication between different teams as required. Act as the first point of contact for end-user requests for fleet changes or additions. Maintain accurate customer information in the multifunctional devices (MFDs) fleet software database.

Network Contact:

• Troubleshoot basic computer and software issues. Assess departmental staff training needs and schedule appropriate education. Attend monthly network meetings. Telephone counselor, provide timekeeping for KRONOS for department. Attend training sessions for and improved applications. Implement special projects. Duties as assigned by Manager.

Service and Network Technicians Support:

• Assist Contracted Service Technicians in addressing immediate service needs, scheduling copier moves and installations, and providing troubleshooting guidance for copiers with recurring service or network issues. Collaborate with Network Technicians to schedule network setup for new copiers and troubleshoot network-related problems.

Contracted Service Coordination:

• Collaborate with Contracted Service Technicians to schedule copier moves and new equipment deliveries with the Contractor delivery team, ensuring efficient coordination and timely task completion. Work closely with the Service Manager to coordinate copier moves, new deliveries, and technician schedules. Facilitate resolutions for copier downtime by arranging loaner copiers when necessary.

Administrative Duties:

• Act as the lead worker for the Copy Center staff, reporting directly to the Copy Center Supervisor. Perform administrative tasks, including timekeeping, payroll management, and addressing IT-related issues. Serve as the central point of contact for customer and vendor inquiries regarding service issues related to MFDs. Manage Oracle access and correct journal entry errors as needed.

Master Inventory Management:

• Oversee the maintenance of customer information databases within the MFD fleet software database. Maintain and update the Master Inventory Sheet for MFDs, ensuring accurate tracking of copiers, accessories, and setup configurations. Continuously update the spreadsheet to reflect copier moves, additions, accessories, and setup preferences for each copier.

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):

• Experience in a high volume print production environment.

• Must possess exceptional analytical, problem solving, customer service, and team skills.

• Proficient with Microsoft Office.

Preferred Qualifications

• High school diploma or GED
• Four years of experience in fast paced printing / duplication production

Additional Details

• Hybrid (M-F 8-4:30pm). On campus work will be required. On campus work is in an office environment, travel around campus via car, public transportation, walking, tram or other means of transportation will be required.

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.