Administrative Coordinator

Department Overview:

The basic science research departments at OHSU are seeking an outstanding Administrative Coordinator.

This position provides exceptional customer service in a fast-paced, highly-productive, and diversified research and academic environment to faculty, staff, and trainees. Responsibilities include, but are not limited to, executive support, purchasing/purchasing card reconciliation, travel planning/post-travel reimbursement, and seminar/event support.

Function/Duties of Position:

• Executive level support for department chair.
  • Scheduling –Plan and respond to meeting requests, ability to triage meeting requests and accommodate changing priorities, maintain confidentiality.
  • Travel – Coordinate domestic and international travel for department chair using policies and procedures outlined below.
  • Assist with correspondence, renew professional memberships, assist with special projects and data assessment as needed.
• Plan, arrange, and reimburse/reconcile department travel.
  • Arrange complex and detailed travel arrangements, itineraries, agendas, and compilation of related documents.
  • Process travel reimbursements, related P-card reimbursements, hotel direct billing, and group travel. Cross department support within all of the Basic Science unit as needed.
• Lab purchasing and procurement-card (p-card) reconciliation.
• Departmental Summer Internship Coordination.
  • Coordinate planning, onboarding, internship event management, reimbursements, and work with the foundation on sponsorship.
• Back-up coordination of departmental seminar series.
  • Coordinate all logistics associated with seminar series including but not limited to travel, accommodation, catering, special event set-up/clean-up, communications, maintenance of seminar schedule, creating/maintain calendar invites, and AV coverage on a back-up basis.
• Other administrative responsibilities such as:
  
  
  • Work with members of BS admin team to identify tasks in need of improvement/streamlining. Work collaboratively to develop and implement solutions.
  • Provide back-up admin support for other Basic Science departments as needed.
  • Coordinate space, equipment purchasing and infrastructure needs with Lab Management administrative coordinator.
  • Coordinate with HR Coordinator and BASCIT on equipment and digital access requests for new employees, equipment returns, telecom set-up.
  • Coordinate T32 training grant data for progress reports, renewals and new applications. With committee direction, track and assign individuals to the training grant with appropriate documentation.
  • Front desk support.
  • Faculty and steering committee meeting support to include scheduling rooms, maintenance of calendar invitations, AV, and preparation of agenda and taking minutes.
  • Facilities work requests.
  • Mail distribution.
  • Maintenance of conference room calendar(s).
  • Faculty annual review and Promotion & Tenure support.
  • Large and other social event support.

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.

• Intermediate to advanced computer skills. Ability to learn new systems with training.

• Team oriented, detail oriented, ability to problem solve.

• Excellent oral and written communication skills.

• Ability to exercise good judgment and initiative, ability to prioritize and organize workload.

• Self-directed on responsibilities associated with the position.

Preferred Qualifications:

• Background in seminar coordination, travel planning, HR and purchasing.

• Experience providing executive level support.

• Experience in higher education.

• Experience with Oracle Purchasing.

• Experience with MS 365, SharePoint Online, SmartSheet.

Additional Details:

• Monday - Friday, 40 hours per week.
• Hybrid - In-person attendance required, up to 2 days per week currently may be remote.
• Exposure to basic science laboratories.

All are welcome: Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does 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 [email protected].