Career and Workplace Enhancement Center Administrative Coordinator

Department Overview

OHSU has begun a journey of transformation. We are committed to evolve our culture, policies and practices into a inclusive and multi-cultural organization. We expect that all team members will show commitment to belonging and inclusion advancement by:

 

• Understanding and modeling cultural competence and skill communicating with stakeholders from diverse backgrounds.
• Having the ability to work with and support learners who may have disabilities.
• Partnering with practitioners across OHSU.
• Contributing to an inclusive work environment by welcoming and valuing differences and communicating positively with colleagues.

Embedded within the Career and Workplace Enhancement (CWE) Center, the Administrative Coordinator serves as a central operational and coordination member of the team.  This role leads the coordination of Compass (Learning Management System) as well as the Professional Development Reimbursement Program for employees.  In addition, the Administrative Coordinator role provides comprehensive administrative support to the department, supports department internal communications and provides customer support to internal and external customers

Function/Duties of Position

Coordination:

• Coordinates and maintains Compass, OHSU’sLearning Management System (LMS) for courses and programs.
• Acts as department point of contact for the LMS, providing individualized support based on learner needs.
• Trains others in the department on how to use the LMS and leads process improvement effots around the LMS.
• Accurately inputs course and program information, registrations, and completions.
• Serves as a resource for Smartsheets survey software and assists with pulling reports or creating surveys as needed.
• Collects and analyzes data on training programs utilizing Cognos, Compass, Excel, and other programs to inform data-driven decisions and strategies across the Learning and Development team.
• Coordinates and implements the administrative processes of programs, such as the Professional Development Reimbursement Program (PDRP), career counseling appointments, informational interview requests, conflict coaching andLinkedIn Learning.
• Responsible for the development of and adherence to policies/procedures related to programs and other department wide resources.
• Provide support to online and in-person trainings to provide an inclusive learner experience, this may include providing live classroom support during virtual and in-person sessions.
• Effectively solves class-related issues, including technical issues, scheduling issues, access, learning options, location, and other logistics using independent decision making.
• Collaborates on special projects that increase the utilization and awareness of Center resources; this may include newsletters and other communication related tasks.
• Provide in-person and virtual presentations to OHSU employees and other customers to inform about department programs and resources.
• Manage relationships with external vendors, including coordinating and processing contracts, ensuring timely and accurate payment of vendor invoices, making decisions, and communicating and educating vendors.

Administrative Support

• Locates and reserves classroom training space utilizing space reservation software.
• Communicates with customers regarding class confirmations, reminders, no-show notifications, and changes.
• Elevates themes and input around no-shows and other learner patterns and barriers to Career and Workplace Enhancement Centeter team colleagues and participates in problem-solving
• Keep stakeholders informed of program changes, concerns and issues in an effective and timely manner.
• Orders catering for trainings.
• Assists with photocopying and preparing training materials, including providing individualized materials and supports that provide accommodations for learners.
• Manages all supplies, equipment, and materials requests for the CWE Center team, including processing purchase requests and maintaining an organized on-campus storage closet.Creates and submits purchase orders and reconciles procurement cards.
• Processes HR actions, utilizing Oracle and other HR systems and processes.
• Serve as ITC for department (purchase software/hardware, coordinate moves and installations, coordinate repairs, liaison to help desk personnel, etc.).
• Serves as timekeeper for Learning and Development team and backup Kronos timekeeper for the Learning and Development department.
• Safeguards the confidentiality of information.
• Makes travel arrangements and reservations, as needed.

General Department Assignments

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