Administrative Coordinator

Administrative Coordinator

Provide multi-faceted administrative support to the Division of General Surgery, Bariatric Surgery and Plastic Surgery. This includes :

• Coordinate / manage multiple schedules spanning clinical service, operating room (OR) service, education, and general calendar administration, including reporting vacation and sick leave of faculty to timekeeper. Work with clinic / OR schedulers regularly to ensure blocks are consistent for providers.
• Update faculty CVs and biosketches. Send out to organizations as requested by faculty.
• Coordinate hospital credentialing and preparation of board certification documentation.
• Manage and maintain all files pertaining to faculty activities, including academic, society, editorial, meeting agendas, manuscript reviews, journal papers, abstracts, chapters, etc.
• Support drafting / editing professional documents including writing / proofing faculty letters, book chapters, manuscripts / abstracts, and other publications.
• Track required certifications and support membership renewals as needed (DEA, ACLS / BLS, etc.).
• Provide Promotion and Tenure assistance to faculty.
• Monitor and track faculty CME and educational presentations.
• Arrange conference registration and travel for faculty and residents, and track expenses and input reimbursements.
• Coordinate legal expert reviews and act as liaison between attorney / firm and provider.
• Receive and review incoming mail and requests for information.
• Initiate follow-up letters and emails.
• Organize and maintain effective filing systems on all modalities used at OHSU.
• Independently plan and coordinate work on assigned divisional projects in accordance with deadlines.
• Act as a liaison for professional organizations and other clients.
• Coordinate processing and registration of division visitors, guest lecturers, volunteers, job applicants, etc.
• Reconcile p-cards, provide day-to-day expense information as needed by Finance Administrator and Division Manager.
• Maintenance of basic office supplies.
• Assist division manager in coordinating new faculty onboarding and orientation.
• Maintain departmental and division records with updated faculty information.
• Perform various confidential data entry services upon request and other confidential administrative support tasks as requested.

Provides overall administrative support for both the Division Chiefs of General Surgery, Bariatric Surgery and Plastic Surgery. This includes coordination of complex schedules, coordination of travel itineraries for both domestic and international travel, managing reimbursements and tracking spending on divisional funds controlled by the Division Chief.

User support for Microsoft Outlook, Microsoft Office products, Windows operating systems, and other computer software programs; utilization of Oracle, Epic, and other OHSU software.

Perform other duties as assigned to benefit the Divisions of General Surgery, Bariatric Surgery and Plastic Surgery in accordance with OHSU policy governing this classification.

Required Qualifications

Preferred Qualifications

Additional Details

Monday-Friday 7 : 30am - 4 : 00pm, Busy Office Environment; This is a hybrid position three days a week on Marquam Hill campus.

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 aaeo@ohsu.edu.