Administrative Coordinator

Department Overview

The Oregon Institute of Occupational Health Sciences is an independent research institute within OHSU that is dedicated to health and safety in the workplace. The Institute receives its base funding from the Oregon Workers¿ Compensation Fund and leverages this base funding to secure federal government grants in basic, clinical, and applied research. We perform biomedical/occupational research and innovation for a healthy workforce, aimed at promoting health and reducing disease and disability among workers across the nation, particularly in Oregon.

The administrative coordinator will coordinate many complex aspects of the Oregon Institute of Occupational Health Sciences. This position will provide administrative support for up to 13 assigned faculty members and their research staff and labs, provide support for our Summer Institute and educational symposia, as well as provide some administrative support to the Outreach Team. The administrative coordinator must be flexible and extremely well organized, with an ability to juggle many tasks while prioritizing with professional grace within a strong team-oriented environment. This position will report directly to the Senior Institute Administrator.

Function/Duties of Position

Faculty and Lab Purchasing Support:

• Maintain purchasing-card receipts and documentation and perform monthly P-Card reconciliations for approximately two dozen cardholders. Prepare disbursement requests and purchase requisitions for laboratory and office supplies, communicate with labs re: order statuses, and resolve problems with orders and invoices. Prepare reimbursements for travel expenses. Work with Institute and collaborative staff (RAPP, Admin, Finance, and Operations) to ensure expenses are appropriate to the grant or account being charged.

Faculty and Lab Administrative Support:

• Provide administrative support for 10 to 13 assigned faculty and their post-doctoral fellows and lab staff. Assist with travel arrangements as needed. Provide support for CVs, abstracts, and manuscripts. Work with faculty and the Office of Visitors & Volunteers for hosting visitors.

Outreach Team & Event Support:

• Provide calendaring, procurement, and P-Card reconciliation support to the Institute's Outreach Team. Provide administrative support for our Summer Institute and support our spring and fall educational symposia. This may include arranging venues and catering, arranging A/V support, assisting with onsite registration, submitting honoraria requests and travel reimbursements for speakers, etc.

Committee Support/Other Tasks:

• Provide support to faculty-led committees, such as the education committee and OHWC EAC, including scheduling meetings and taking minutes. Provide administrative support to the Partners' Luncheon. Serve as the Institute's backup timekeeper. Perform other duties as assigned by faculty and senior Institute Administrator.

Seminar Support:

• Provide backup administrative support as needed, in collaboration with the faculty lead, Administrative Assistant, and CUSA2, for our Wednesday seminar series and for special event seminars. This may include monitoring Webex and assisting with in-person IT and A/V support.

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):

• Familiarity with purchasing/procurement (purchase orders, P-Cards, etc.)

• Excellent organizational skills and attention to detail.

• Ability to proactively follow up on and follow through with pending tasks and communications.

• Competency with Microsoft Office applications.

• Excellent verbal and written communication skills.

• Ability to handle varying workloads, priorities and personalities.

• Ability to work independently yet seek out guidance when necessary.

Preferred Qualifications

• Associate or bachelor's degree.

• OHSU experience.

• Experience providingadministrative support in an academic or research setting.

• Experience working in a busy office environment that requires juggling tasks, maintaining composure, and prioritizing urgent needs.

Additional Details

Hybrid/flexible work arrangement to be negotiated. This position works with short and shifting deadlines and varying workload and requires the ability to work with multiple faculty members, research staff, and administrative staff. Occasional evening work may be necessary for event preparation and support. Potential occasional need to walk through animal-care areas. Position is located in Richard Jones Hall on the OHSU Marquam Hill campus. On-site work will be required for events, hosting and escorting guests, in-person meetings, etc.

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.