Academic Coordinator (Administrative Coordinator)

Graduate Program Administrator

This position is part of a shared staffing structure that supports basic science graduate programs in the School of Medicine (SoM). Duties include providing direct support for graduate programs in the areas of program, student, faculty and course support, academic course delivery and committee support. This position is responsible for ensuring the smooth flow of academic services within the program and School of Medicine and requires highly developed administrative and technical knowledge to support systems and processes. It also requires a high level of customer service in supporting basic science graduate students.

Function/Duties of Position

STUDENT ADMISSIONS

• Coordinate recruitment & admissions including, but not limited to: setting interview schedules, correspondence, and event planning/support.
• Communicate with student applicants throughout the admissions process.
• Support the admissions committee through the candidate interview and selection process.
• Attend student recruitment events in evenings and/or weekends.
• Managing annual set-up of applications in WebAdmit and managing applications and communications WebAdmit CAS system for admissions.

STUDENT AND PROGRAM SUPPORT:

• Provide direct support to graduate students as primary program contact.
• Coordinate matriculation of new and current graduate students.
• Interface with SoM Graduate Studies Office to coordinate academic operations.
• Maintain program-level database and files for student information.
• Provide continued assistance to students through support of scheduling and tracking major milestones of the graduate program.
• Respond to student questions and needs.
• Support student committees.
• Point of contact for enrolled students and course lecturers.
• Set up course schedules in coordination with lecturers and related campus resources.
• Upload course material as needed to various online learning platforms.
• Track annual progress reports and individual development plans to meet NIH training grant and other requirements.
• Coordinate student/faculty course evaluations and reports.
• Coordinate program communication needs such as broadcast emails to students and/or faculty, updating program website, preparing program newsletters, and posting award announcements.

PROGRAM DIRECTOR AND DEPARTMENT SUPPORT:

• Support assigned Program Directors with graduate program related projects and committees.
• Update program guidelines as needed.
• Assist with graduate faculty appointments.

HR AND FINANCIAL ADMIN RESPONSIBILITIES:

• Coordinate travel, requisitions, reimbursements, and purchase orders associated with recruitment and admissions.
• Work with department financial staff and campus partners to confirm student billing and exemptions are correct.

COORDINATE EVENTS:

• Coordinate and attend student recruitment events, speaker visits, and annual retreat.

ALL OTHER RESPONSIBILITIES AS NEEDED

• This position description is not all inclusive and additional responsibilities may be added by the manager, program director or designee.

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.
• Experience working with students in a higher education setting.
• Experience in administrative and organizational work.
• Excellent ability to communicate with (written and verbal) and support coworkers, faculty, students and the public.
• Ability to deal professionally with people in a variety of sensitive situations.
• Proficiency in MS Office Suite and database experience is essential. Demonstrated organizational skills required.
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Bachelor's Degree
• Experience with professional students, researchers and faculty is preferred.
• Proficiency in Banner, Oracle, CommonSpot, and Discoverer.
• Previous experience with college level application, admissions, and computer application software.
• Experience using a Learning Management System
• Event planning experience.

Additional Details

• Teleworker. Occasional, on and off-site day, evening, and weekend coverage may be necessary.
• This position will have occasional need to come into office.

Why Apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu