Administrative Coordinator

Department Overview

Oregon Health & Science University (OHSU) has an enduring commitment to excellence in education, research and scholarship, clinical practice and community service as Oregon¿s only public academic health center.

 

This position will provide administrative support for multiple leaders and staff, within the academic mission at OHSU. This includes but is not limited to operational, administrative, and technology support to the Center for Learner Diversity and Inclusion (CLDI), Science Education Opportunities and the Confidential Advocacy Program (CAP). The individual in this position coordinates administrative work and activities to ensure smooth flow of services and operations for the shared office suite which includes physical office management/support, ordering supplies, managing inboxes, making and reconciling purchases, drafting emails/correspondence, developing meeting agendas, and supporting programs/events, etc.

 

The administrative coordinator must have excellent time management and customer service skills in meeting time-sensitive requests from internal customers and external inquiries. The administrative coordinator must be detail-oriented, be able to multi-task in a fast-paced environment and always demonstrate a professional demeanor while communicating and interacting with others. 

Function/Duties of Position

Administrative support

• This position will be expected to independently manage complex scheduling priorities and support multiple leaders with day-to-day activities as assigned.
• This will include scheduling and coordinating meetings, assisting with in person/ virtual meeting preparation and set-up, putting together agendas and disseminating materials and information.
• As directed, assist departments/units with financial reconciliation, ordering office supplies, photocopying, scanning and filing.
• Manage multiple inboxes and reply and triage emails.
• Reconcile p-card expenses for self and others; handle PO (purchase order) requisitions and other payments, including tracking expenditures are complete via Oracle System. Prepare, submit, and track contracts as necessary.
• Organize and maintain unit files in electronic systems (i.e., OneDrive, Teams, etc.).
• Serve as administrative support for search committees as needed. This includes completing various search and human resource related tasks such as reviewing  resumes and interviewing applicants, making travel arrangements for candidates, making travel arrangements and itinerary(s) for candidates.
• Assisting with onboarding of new employees.

Office coordination

• This position will provide reception support, greet visitors and maintain a smoothly operating office suite.
• Serve as entry point at front desk, greet/escort visitors, etc.
• Order and organize supplies and make sure the office is running smoothly,
• Serve as department level Information Technology Contact (ITC) and space coordinator (including managing annual space survey).
• Coordinate the editing, proofing, and distribution of newsletters, brochures, manuals, forms, flyers, posters using desktop publishing software.
• Complete other coordination tasks/efforts as needed.

Events support

• This position will support a variety of events sponsored by CLDI, CAP, Science Education Opportunities and other Student Affairs units as needed.
•  Support will include both planning (coordinating space, catering, drafting agendas, etc.) and “day of” event management (meeting caters/food delivery, working with EdComm for technology and audio visual (AV) support, etc.).
• Complete other event support duties that as assigned.

Center for Learner Diversity and Inclusion generalist duties

• Assume responsibility for emerging areas of need as identified by Associate Vice Provost of CLDI.
• Contribute to the overall goals of CLDI and service to students as an active participant in all staff meetings and similar obligations.
• Serve on departmental and university committees, coalitions, task forces, and other ad-hoc assignments as requested.

Other duties as assigned

Required Qualifications

• Four (4) years of general office or secretarial experience; OR
• An Associate’s degree or certificate in office occupations or office technology AND Two (2) years of general office or secretarial experience; OR
• A Bachelor’s degree AND Two (2) years of general office or secretarial experience; OR
• An equivalent combination of training and experience.
• Four years clerical experience; OR