Administrative Coordinator Job at Oregon Health & Science University
Department Overview:
#knightadminjobsAll 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 aaeo@ohsu.edu.
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
OHSU Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable.
Function/Duties of Position:
The Administrative Coordinator provides project support for management positions within the Knight Community Outreach and Engagement Program. This includes meeting and event coordination, reimbursements, project assistance, and other duties as assigned. This position also provides coordination for programs in the Community Outreach, Research, and Engagement (CORE) team and other CORE projects/programs as needed. This includes communication needs both internally to the team and externally to broader OHSU and beyond; creation and dissemination of procedures and materials, assist with data collection, development and preparation of reports, and other duties as assigned.
Duties will include:
1. Every Knight Cancer employee is expected to embody our guiding principles:
- We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
- We SUPPORT each other—Respect leads to trust, which leads to excellence
- We work as a CONNECTED team — We must leverage our collective brain power to conquer cancer because no one individual can do it alone
2. Administrative Support - Provides administrative support for management positions in the OHSU Knight Cancer Institute, which includes scheduling of meetings, preparing agendas and materials for meetings as requested, coordinating travel plans and meeting dossiers, reconciling P-cards, submitting reimbursements, and responsibility for coordination of various special events, projects and programs on an as-needed basis.
3.
Program Coordinator - Provides coordination for programs in the OHSU Knight Cancer Institute Community Outreach, Research, and Engagement (CORE) team and other CORE projects/programs as needed. This includes developing procedures, systems, and forms, and disseminating that information to OHSU staff, program participants, and outside partners via meetings, seminars, conferences, and trainings. Co-coordinate CORE team’s shared technology platforms, have Drupal and/or webpage development software experience, and be able to track inventory. Coordinates and contributes to the creation, editing, and distribution of program materials. Assists with research, data collection, and develops and prepares reports. Responds to questions and resolves discrepancies. Uses judgment in making independent decisions regarding the coordination of the program, and serves as lead in assigned work duties.
Required Qualifications:
Education:
- 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.
Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.
Experience:
- Proficiency with computers, MS Office (Outlook, Word, Excel, Teams, One Drive and PowerPoint), and Adobe Acrobat
- Experience with event coordination, catering, A/V, and meeting/greeting visitors and high-level participants
- Demonstrated ability to coordinate travel arrangements, process travel reimbursements, and expense reconciliations
- Demonstrated skill at taking meeting minutes, and composing, proofing, and editing written materials
- Experience ordering and maintaining office inventory, providing technical support, and troubleshooting office equipment
Job Related Knowledge, Skills and Abilities (Competencies):
- Must have excellent verbal and written communication
- Ability to prioritize multiple tasks at one time, work under pressure, and meet deadlines
- Advanced organizational skills and ability to flex to adapt to changing priorities and organizational needs
- Ability to work independently and as part of a team while being collaborative in resolving problems
- Must have demonstrated excellent customer service skills
- Excellent judgment; ability to fit specific requests into a broader context and anticipate needs not specifically identified
- Ability to use tact and diplomacy to maintain effective working relationships with a wide range of audiences
- Discretion and maintenance of confidentiality at all times
- Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers
Education & Experience:
- Bachelor’s degree
- At least one-year experience working within an academic setting
- Understanding of Qualtrics and related survey gathering and analysis programs
- Competency in the MS Office suite including SharePoint
- Previous experience creating, tracking, and coordinating requisitions in Oracle or equivalent software system
- Experience working with community organizations and/or external vendors.
- Experience working with historically underserved populations
Please submit a resume and cover letter for your application to be considered.
Please note: As of Oct. 18, 2021, all OHSU employees are required to be fully vaccinated against COVID-19. Fully vaccinated means you have received both doses of a two-dose, or one dose of a single-dose, FDA- or WHO-authorized COVID-19 vaccine and at least 14 days have passed since your final dose of COVID-19 vaccine. If you apply for and are offered a position, you must be fully vaccinated prior to starting work.
If the position you are offered does not require direct, in-person patient care contact, you may request an exception to the vaccine policy for medical or religious reasons. OHSU uses very narrow criteria under the law to allow an exception and very few requests are being approved.
#knightadminjobs
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
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