Administrative Coordinator, Pediatric Hematology-Oncology Division

Function/Duties of Position

The Division of Pediatric Hematology-Oncology has an exciting and rare opportunity to join our well-established team as the Division Administrative Coordinator. You will work primarily from home, but will come to campus at least once per week, depending on the needs of the division. In this role you will put your critical thinking skills to use and establish yourself as the person who “gets the job done”. Faculty will rely on you to keep their daily work lives on track and to provide real time problem-solving and facilitation that allow them to do what they do best: care for the children and families who have put their health in our team’s hands. You will work with an amazing group of colleagues and subject matter experts across the Department of Pediatrics who will be there for you when you have questions, need a quick check-in, or simply want to run a new idea by folks who understand the work you do.

The Division Administrative Coordinator performs a variety of administrative and technical functions that support the objectives of the Division in the areas of clinical care, advocacy, education, and research. The AC serves as the main point of contact for both internal and external customers of the Division. The Division is comprised of 30-40 faculty, 4-8 fellows, a Fellowship Coordinator, and a Program Director. The position requires a high degree of initiative, strong attention to detail, independent judgment, and collaboration skills.

Division Administrative Coordination and Support

• Provide s administrative and technical support to the division head and faculty members of the division. This includes:
• managing the faculty recruitment process from interviews through onboarding;
• developing and maintaining systems to track certifications, licenses, credentialing;
• scheduling and coordinating meetings and conferences;
• planning and overseeing events;
• processing financial transactions;
• coordinating business travel;
• monitoring professional development funds and foundation accounts;
• purchasing office supplies and equipment;
• maintaining and developing content for division websites, newsletter, and Sharepoint site;
• interpreting and explaining policies and procedures to faculty;
• other administrative duties as assigned.

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.
• Two years of experience administering or coordinating parts or subsets of a project or program.
• Expert-level computer skills including word, excel, power point and outlook. Willingness to learn OHSU software systems.
• Proven written outstanding written and verbal communication skills with a diverse population.
• Strong organization skills, able to manage multiple task and work independently.
• Ability to meet deadlines and stay on target with projects or due dates.
• Advanced Microsoft Excel and Word skills
• Advanced database management skills
• Strong attention to detail
• Excellent organizational skills
• Excellent problem-solving skills
• Excellent interpersonal and customer service skills
• Able to function independently and as part of a team
• Ability to work in an interruptive office environment
• Excellent oral and written communication skills
• Ability to take initiative

Preferred Qualifications

• Previous Medical Education/Graduate Medical Education experience.
• Proficiency with scheduling systems.
• Knowledge of Accreditation Council for Graduate Medical Education (ACGME) policies and standards.
• Training Administrators of Graduate Medical Education (TAGME) or similar certification.

Additional Details

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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