Oregon Health & Science University
Administrative Coordinator
Oregon Health & Science University, Portland, Oregon, United States, 97204
Pay Range
$28.25/hr – $38.19/hr (OHSU provided; actual pay based on skills and experience)
Department Overview The Administrative Coordinator (AC) supports the Ambulatory Oncology Care Management and Coordination team.
The AC manages calendars, meeting requests, HR transactions, and assists with report creation and editing.
The AC organizes department policies and forms for accreditation checks, coordinates day‑to‑day admin needs such as triaging calls and ordering supplies, and provides IT troubleshooting.
The AC serves as a communications specialist, offering clerical, reception, data‑collection, and computer‑entry support.
The role helps the management team with problem‑solving, performance improvement, and assists with project coordination.
Responsibilities Unit Coordination
Maintain the unit daily huddle board, documenting staffing, escalations and announcements
Input and manage ITG, facilities, EPIC, and CARS requests
Manage complex staff scheduling and coordinate day‑to‑day activities for the unit
Arrange group and individual meetings with hospital and university officials, consultants, and other stakeholders
Coordinate the development and deployment of communications on operational changes impacting employees, vendors, and stakeholders
Participate in performance‑improvement activities and collect quality data as directed
Administrative
Open, sort, and distribute unit mail
Organize and maintain logs, filing, photocopying, and faxing
Prepare and type reports, proposals, and other sensitive and confidential documents
Process travel, conference arrangements, personnel changes, contracts, disbursements, supplies, and services
Transcribe dictation and meeting notes that are confidential, technical, or legal
Attend staff and committee meetings, recording proceedings and notes
Perform other duties as assigned
Manage spreadsheets for special projects
Human Resources
Support hiring processes through ePARs, interview scheduling, and paperwork
Process Personnel Action (PA) and new hire paperwork
Perform time‑keeping duties
Reporting / Data Mining
Generate monthly financial and productivity reports for the Ambulatory Oncology Unit
Compile data reports from HR, finance, and EPIC to support unit goals
Analyze data and assist the management team with statistical information related to programs or operations
General Functions
Demonstrate strong customer‑service skills in all interactions with patients, families, providers, and internal staff
Handle complaints and problems promptly and courteously
Communicate with patients/families and staff efficiently and courteously, employing active listening skills
Attend ongoing professional development and competency assessment activities
Adhere to ethical, effective, and professional conduct, and report compliance problems as outlined in the Code of Conduct
Assist with project coordination, onboarding, newsletter implementation, and department website updates
Track foundation funds and grants
Required Qualifications
Four years of general office or secretarial experience or equivalent combination of training and experience
Associate’s degree in office occupations or office technology with two years of experience; or Bachelor’s degree with two years of experience
Additional certifications may be required based on department
Completion of a formal OHSU Administrative Internship Program substitutes for one year of experience
Preferred Qualifications
High school diploma or advanced degree preferred
Experience working in a clinical setting
Proficient skills in Microsoft Office, Cognos, WebI, EPIC, and Outlook
Typing speed of 30–45 wpm
Knowledge of medical terminology, oncology terminology, and health insurance concepts
Strong relationship‑building, customer‑service, and conflict‑resolution skills
Patient advocacy abilities and sensitivity to patient needs
Familiarity with Oregon managed‑care health plans and authorization processing
Advanced EPIC and IT troubleshooting knowledge
Excellent organizational, tracking, and follow‑through skills, prioritization, and the ability to handle multiple changing priorities
Ability to meet deadlines, respond to urgent needs, and work independently
Willingness to serve as a positive and professional role model
Additional Details Monday–Friday; 8:00 am–4:30 pm or 8:30 am–5:00 pm Requires stooping, crouching, reaching, listening, sitting, keyboarding, and ability to lift up to 50 lbs.
Equal Opportunity Statement Oregon Health & Science University values a diverse and culturally competent workforce and is an equal‑opportunity, affirmative‑action organization.
We do 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 aaeoe@ohsu.edu.
#J-18808-Ljbffr
Department Overview The Administrative Coordinator (AC) supports the Ambulatory Oncology Care Management and Coordination team.
The AC manages calendars, meeting requests, HR transactions, and assists with report creation and editing.
The AC organizes department policies and forms for accreditation checks, coordinates day‑to‑day admin needs such as triaging calls and ordering supplies, and provides IT troubleshooting.
The AC serves as a communications specialist, offering clerical, reception, data‑collection, and computer‑entry support.
The role helps the management team with problem‑solving, performance improvement, and assists with project coordination.
Responsibilities Unit Coordination
Maintain the unit daily huddle board, documenting staffing, escalations and announcements
Input and manage ITG, facilities, EPIC, and CARS requests
Manage complex staff scheduling and coordinate day‑to‑day activities for the unit
Arrange group and individual meetings with hospital and university officials, consultants, and other stakeholders
Coordinate the development and deployment of communications on operational changes impacting employees, vendors, and stakeholders
Participate in performance‑improvement activities and collect quality data as directed
Administrative
Open, sort, and distribute unit mail
Organize and maintain logs, filing, photocopying, and faxing
Prepare and type reports, proposals, and other sensitive and confidential documents
Process travel, conference arrangements, personnel changes, contracts, disbursements, supplies, and services
Transcribe dictation and meeting notes that are confidential, technical, or legal
Attend staff and committee meetings, recording proceedings and notes
Perform other duties as assigned
Manage spreadsheets for special projects
Human Resources
Support hiring processes through ePARs, interview scheduling, and paperwork
Process Personnel Action (PA) and new hire paperwork
Perform time‑keeping duties
Reporting / Data Mining
Generate monthly financial and productivity reports for the Ambulatory Oncology Unit
Compile data reports from HR, finance, and EPIC to support unit goals
Analyze data and assist the management team with statistical information related to programs or operations
General Functions
Demonstrate strong customer‑service skills in all interactions with patients, families, providers, and internal staff
Handle complaints and problems promptly and courteously
Communicate with patients/families and staff efficiently and courteously, employing active listening skills
Attend ongoing professional development and competency assessment activities
Adhere to ethical, effective, and professional conduct, and report compliance problems as outlined in the Code of Conduct
Assist with project coordination, onboarding, newsletter implementation, and department website updates
Track foundation funds and grants
Required Qualifications
Four years of general office or secretarial experience or equivalent combination of training and experience
Associate’s degree in office occupations or office technology with two years of experience; or Bachelor’s degree with two years of experience
Additional certifications may be required based on department
Completion of a formal OHSU Administrative Internship Program substitutes for one year of experience
Preferred Qualifications
High school diploma or advanced degree preferred
Experience working in a clinical setting
Proficient skills in Microsoft Office, Cognos, WebI, EPIC, and Outlook
Typing speed of 30–45 wpm
Knowledge of medical terminology, oncology terminology, and health insurance concepts
Strong relationship‑building, customer‑service, and conflict‑resolution skills
Patient advocacy abilities and sensitivity to patient needs
Familiarity with Oregon managed‑care health plans and authorization processing
Advanced EPIC and IT troubleshooting knowledge
Excellent organizational, tracking, and follow‑through skills, prioritization, and the ability to handle multiple changing priorities
Ability to meet deadlines, respond to urgent needs, and work independently
Willingness to serve as a positive and professional role model
Additional Details Monday–Friday; 8:00 am–4:30 pm or 8:30 am–5:00 pm Requires stooping, crouching, reaching, listening, sitting, keyboarding, and ability to lift up to 50 lbs.
Equal Opportunity Statement Oregon Health & Science University values a diverse and culturally competent workforce and is an equal‑opportunity, affirmative‑action organization.
We do 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 aaeoe@ohsu.edu.
#J-18808-Ljbffr