Administrative Coordinator

Department Overview

Not available for remote work. On-campus attendance is required.

The Administrative Coordinator (AC) provides confidential and complex administrative/clerical services in a fast-paced, highly-productive and diversified research environment. The purpose of this position is to perform and coordinate a wide variety of administrative and communication tasks in support of the Department operations and success. This position specifically supports the administrative needs of the Department of Biomedical Engineering (BME). The AC is responsible for the complex ordering/purchasing for over 20 laboratories using sponsored projects and general funds, is responsible for administrative tasks related to the department communications, including safety, department repairs and maintenance, disbursement, access and key requests, and faculty meetings. The AC coordinates the scheduling and travel arrangements for faculty and visiting speakers. The AC acts as telephone contact and lab manager for safety, compliance, and equipment maintenance. The AC is responsible for asset inventory maintenance, including periodic clean-up and surplusing.

Function/Duties of Position

Provide administrative support to the BME faculty. Administrative support duties for faculty include:

• Manage calendars, meetings, conferences and travel. Coordinate meetings around budget and financial issues; personnel issues; communication issues. Maintain confidentiality of all personnel and research matters.

• Arrange travel arrangements, itineraries, agendas, and compile documents for travel-related meetings. Once trip is completed follow up with travel reimbursement submissions and track all travel related expenses. Ensure that travel and appointment calendars are fully coordinated at all times. This requires close coordination with the external colleague's staff.

• Coordinate department reviews, faculty annual reviews, conferences, and other senior-level meetings.

Provide outreach and event support:

• Draft announcements and memorandums for signature

• Assist in developing materials and interact with internal and external stakeholders to deliver OHSU messages to target audiences, including producing content for print and web, including brochures and newsletters

• Coordinate seminars, exchanges, workshops, conferences and meetings as assigned. Assist with agenda development for routine and non-routine meetings and take meeting minutes as assigned.

• Coordinate retreats and symposia

• Work with the Chair and Department Administrator on special projects, as assigned.

Process daily financial transactions including, but not limited to:

• Purchase orders through Oracle requisitioning process. Disbursement and travel reimbursement requests for faculty and staff through Oracle iExpense process, including review/audit of supporting documentation to ensure spending compliance. Disbursement and travel reimbursement requests for students and seminar guest speakers through the AP process, including review/audit of supporting documentation to ensure spending compliance.

• Payment of invoices against purchase orders through Oracle & A/P processes

• Set-up of professional service contracts through Contracts Office processes

• Departmental P-Card purchases, reallocation, and reconciliation through Oracle iExpense.

• Investigate departmental expenditure issues as needed and resolve any problems.

• Maintain the PURCHASING section of the OneDrive

Perform routine department administrative functions, to include:

• Process key requests

• Order office supplies

• Track capital equipment purchases and maintain asset inventory, including inventory reporting, asset relinquishment, and handling surplus.

• Serve as general lab contact for purposes of safety compliance and equipment maintenance and lab set-up for new faculty

• Organize and schedule catering for departmental events

• Create and maintain a desk manual/job aids for the position.

• Other tasks 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.

• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

Job Related Knowledge, Skills and Abilities (Competencies):

• Excellent oral and written communication skills, and excellent problem solving skills

• Experience with managing confidential and sensitive information.

• Must be very detailed oriented, highly organized, capable of working independently and in a team environment, and managing priorities at all times.

• Ability to prioritize conflicting needs, and to handle matters expeditiously and proactively

• Ability to follow-through on projects to successful completion, often with deadline pressures.

• Ability to identify/anticipate potential problems and provide sound solutions or alternatives.

• Proficiency in using PC and/or Mac and demonstrated knowledge of software programs including Windows, MS Office (word processing, spreadsheet, scheduling, graphic/presentation, database), email, fax and Internet applications.

• Ability to express thoughts and ideas in an articulate, clear, concise and influential manner.

• Ability to work collaboratively as a member of a team and promote teamwork in others.

Preferred Qualifications

• Experience in an academic research setting.

• Experience with the OGA module of Oracle.

• Experience in an academic research setting, preferably working with NIH grants.

Additional Details

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.