Program Coordinator for Faculty Senate and Provost Office

Department Overview

The OHSU Office of the Provost provides strategic and operational oversight of all academic matters, programming, and other activities pertaining to the academic standards and mission of OHSU. The Office of the Provost is the headquarters to five campuses, three regional campuses and various clinical rotation sites around the State of Oregon. As the chief academic officer for the university, the Provost provides leadership for matters that affect academic programs and outreach involving faculty members, students, and staff members with a focus on student access and success. The Office of the Provost oversees the quality of programs through collaborative work with vice presidents, the executive vice provost, academic deans, vice provosts, and numerous other units across the university. Additionally, the Provost is responsible for overseeing academic and budgetary planning and priorities.

 

The mission of the Faculty Senate is to represent faculty in proposing, evaluating and advising on actions or policies to create, maintain and protect an academic environment conducive to the full and free development of scholarly learning, teaching, research, patient care and community service. The Faculty Senate is a collective group of faculty representatives from across the university who come together to discuss, plan, advise, and, where appropriate, take action on any matter of general interest or concern to the faculty or pertaining to OHSU.

 

Reporting to the Department Manager within the Office of the Provost, the Faculty Senate Program Coordinator is responsible for providing program, administrative, and project coordination to OHSU’s Faculty Senate. The employee is responsible for a variety of duties, including: close coordination with the Faculty Senate President and Faculty Senate executive committee on key programs and projects, facilitations of full Faculty Senate meetings (planning, preparation, room reservations, technology set up, etc.), distribution of agendas and minutes, and managing sensitive data and information pertaining to Faculty Senate matters. This also includes event and project management for awards ceremony, elections, retreats and socials. The Program Coordinator also oversees the Gender Equity in Academic Health & Medicine (GEAHM) committee, an arm of Faculty Senate, and is responsible for facilitating the annual GEAHM conference.

 

The employee in this position must have excellent time management and customer service skills in meeting time-sensitive requests from Faculty Senate leadership. Confidentiality is the utmost importance as this position handles, hears, and/or interacts with highly confidential materials and comments. The incumbent must be detail-oriented, be able to multi-task in a fast-paced environment and demonstrate a professional demeanor at all times.

 

The Program Coordinator works as part of an administrative team led by the Department Manager to ensure smooth day-to-day operations of the Office of the Provost with excellent customer service and integrity. This is a hybrid (in-person and remote) position.

 

Please include cover letter with application.

Function/Duties of Position

Program Coordination, Faculty SenateCoordinate programmatic, project, events, and administrative functions for the Faculty Senate, including but not limited to:

• Schedule in-person, hybrid and virtual meetings for the Faculty Senate and the Faculty Executive Committee meetings, including but not limited to: securing meeting space, coordinate guests to attend each meeting, update invites, send out timely communication, create agendas, taking minutes, etc.
• Work with Faculty Senate president(s) and executive committee to arrange confidential meetings with OHSU executive leadership, including the President, Provost, Chief of Staff, CFO, CPO, General Counsel, etc.
• Coordinate with EVP admins to schedule monthly meetings for Faculty Senate Presidents to meet with the Provost, Executive Vice Provost and Chief of Staff.
• Schedule meetings for related committees and work groups including organizing and managing appropriate meeting and communication technology (e.g., Webex and Teams).
• Manage information and the meeting calendar for the Senate President.
• Key coordinator for Faculty Senate communication: coordinate and disseminate OHSU Now newsletters, correspondence, presentations, announcements, agendas, minutes, reports, and other documents, as needed.
• Manage the content and design of the Faculty Senate websites, which include public-facing and internal OHSU sites. 
• Monitor and triage the senate@ohsu.edu email box, as well as related Teams channels. Handle sensitive and confidential information and prepare it for Faculty Senate leadership.
• Utilize OHSU’s