Administrative Coordinator

Department Overview

The Knight Cardiovascular Institute (KCVI) is recognized as a top integrated center for cardiovascular clinical care, translational research and professional training in all aspects of heart and vascular disease. Guided by a multi-disciplinary approach, researchers and clinicians drive a vibrant translational research program, which focuses on delivering the latest knowledge and cutting-edge care to patients. Specifically, research at KCVI seeks to improve patient outcomes by achieving earlier diagnosis of disease, more accurate monitoring of its progression, and tailoring therapy to the molecular basis of disease.

 

Supports and enhances the education of subspecialty fellows by coordinating and assisting with the administrative operations of the core fellowship program (Cardiovascular Disease) and eight subspecialty fellowship programs within the Knight Cardiovascular Institute, serving more than 30 fellow physicians annually. Coordinates and supports a wide range of administrative activities that contribute to the mission and success of the fellowship programs and the Knight Cardiovascular Institute. Oversees the organization and implementation of all CME-related events for the Institute. Communicates policies and procedures to a broad audience of internal and external stakeholders and monitors compliance to ensure adherence to OHSU requirements and accrediting body standards. Effectively prioritizes and organizes responsibilities to maintain a high level of efficiency and operational excellence.

Function/Duties of Position

• Coordinate the planning, implementation, and management of all KCVI CME and fellowship-related events, including weekly conferences. Responsibilities include coordinating faculty lecture schedules and annual academic year topics; preparing and distributing educational materials for weekly conferences; reserving meeting spaces; collecting, tracking, and summarizing evaluation data; and monitoring conference attendance for faculty and fellows. Additionally, assist with the coordination and organization of recruitment events, orientation activities, and quarterly fellow meetings with the Program Director. Duties include reserving rooms, scheduling Outlook calendar invitations, coordinating meal planning and catering, preparing meeting materials, and processing vendor payments.

• Oversee the monthly CVICU moonlighting schedule by assigning shifts to approved moonlighting fellows. Upload the finalized schedule to SmartWeb, process associated payments, and troubleshoot inquiries related to the moonlighting process.

• Assist with the coordination and organization of all Clinical Competency Committee and Annual Program Evaluation Committee meetings, including preparing meeting materials and packets, scheduling biannual meetings throughout the academic year, and recording meeting minutes to support ACGME reporting requirements.

• Assist with the administration of fellow educational funds, including processing iExpense reimbursements for fellowship training materials and educational travel expenses.

• Assist the Education Manager with maintaining GME and ACGME program-specific records and systems, including Program Letters of Agreement (PLAs), WebADS, and GME FasTrack. 

• Provide administrative support to the Program Director and Assistant Program Director of the CVD fellowship. Participate in general education office operations, including greeting visitors, distributing mail, purchasing supplies, filing, scheduling appointments, processing reimbursements, and assisting with updates to the fellowship website.

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.
• Working knowledge of fellow physician education and/or residency training program processes.
• Intermediate proficiency with Microsoft Windows-based applications, including Word, Excel, PowerPoint, and Outlook.
• Intermediate experience with web-based residency management systems and web publishing tools.
• Experience using online scheduling and evaluation systems within a medical education setting.
• Working knowledge of complex scheduling considerations related to postgraduate medical training.
• Ability to work independently as well as in an open office environment with frequent interruptions from in-person and phone inquiries.
• Strong time management, attention to detail, prioritization, organizational skills, and independent decision