Administrative Coordinator - OHSU : Job Details

Department Overview

The OHSU Department of Surgery is comprised of nine integrated yet independent surgery divisions: Abdominal Organ Transplantation, Bariatric, Cardiothoracic, Gastrointestinal and General, Pediatric, Plastic and Reconstructive, Oncology, Trauma and Acute Care and Vascular Surgery. Our department is built on a culture of community and a history of innovative and interdisciplinary collaboration. Our faculty are dedicated to excellence in education, research, scholarship and clinical practice. We also house one of the largest general surgery residency programs in the country and offer surgery fellowships in all of our disciplines. OHSU as a teaching hospital is fully supported by each of our faculty and staff.

This position provides direct administrative support to the Education team in the Department of Surgery. The incumbent will be responsible for a wide variety of job duties that include transcription of reports, data interpretation and tracking, and a wide range of scheduling tasks for the General Surgery Residency and for the medical students on rotations governed by the Department of Surgery. Includes management of an Outlook calendar related to Surgery Education and supports reporting of faculty educational metrics that are tied to performance and salary. As this position is characterized by a wide variety of functions, it requires a high level of organizational skills, attention to detail, flexibility, excellent time and project management skills, and the ability to work under multiple deadlines. This position includes occasionally working among cadaver, live animal, and FDA meat simulation activities.

Function/Duties of Position

Resident Duties:

* Respond to inquiries in the Surgery Education Outlook inbox, in conjunction with other members of Education team.

* Update and maintain an internal SharePoint website, in conjunction with other members of Education team.

* Act in the primary role for the residency management system (MedHub), including faculty updates, clinical and education work hours weekly reporting and escalation to the Education Program Technician, evaluation delivery and receipt, and certification and records entry.

* Support resident simulation education with the Education Program Technician and Simulation Associate Program Director, including scheduling residents and faculty and coordinating and communicating updates to curriculum, readings, and evaluations. Maintain records for required certifications, including ACLS, FES, FLS, and Robotic Assisted Surgery. Maintain Outlook calendar appointments for scheduled activities.

* Reconcile and maintain resident activity metrics and records as required for accreditation, including resident attendance and other metrics as needed.

* Assist with resident activities and events both virtually and on site, including, but not limited to, didactics, simulation labs, interviews, orientation, required examinations, graduation, and other activities as needed.

* Backup Administrative Coordinator to Program Director.

* Conduct basic office tasks such filing, copying, scanning, mail sorting, and deliveries (must be able to lift at least 50 pounds and walk across campus).

Medical Student Duties:

* Aid Medical Student Coordinator by supporting this role with data entry and/or utilization of Sakai, VSLO, MedHub, and other computer programs to coordinate visiting and OHSU medical students, occasionally PA students, who are on their surgery rotation under the auspices of the Department of Surgery; ordering computer and site accesses; creating information packets that include evaluations and orientation materials for rotating medical students and visiting students. Assist with medical student events (including skills labs, mid- clerkship meetings, and oral exams).

* Serve as primary backup to Medical Student Coordinator during absences.

* Assist with current and recruited resident medical student events (including but not limited to Monday didactics and skills labs, residency interview dates, orientation, final exams, and other activities as needed).

* Coordinates and implements entire administrative process of a department/division wide reporting program for faculty educational activity metrics; includes soliciting and scheduling faculty for medical student educational activities on a weekly, monthly, quarterly, semiannual, and annual basis; compiles and analyzes statistical information related to program operations; measures success rate(s) and/or performance to be used by others to make decisions related to the program.

Resident and Medical Student Duties:

* Coordinates and schedules room reservations for annual activities, including meetings, simulation lab activities, and other meetings as needed.

* Maintains departmental educational activity metrics via Smartsheet, ensuring records remain accurate and up to date.

* Recruits and schedules faculty for resident and medical student educational activities on a weekly, monthly, quarterly, semiannual, and annual basis, in conjunction with Education team and departmental administrative support staff.

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 includes composing correspondence, editing and proofreading documents, scheduling appointments. Skills in MS Office Suite (Word, Excel, PowerPoint, Adobe Acrobat - including mail merge and form creation, Outlook) and WebEx or other virtual meeting software (Zoom, Skype, etc.). Preferred skills in Smartsheet, SharePoint, Teams, Qualtrics or other survey software, and Learning Management System administration or support.

* English language proficiency including vocabulary and usage.

* Demonstrated ability to accurately type 55 wpm.

* Ability to multi-task and attention to detail is required for success.

* Strong organizational skills and ability to effectively work with management and employees in a manner that promotes teamwork and a positive work environment required.

* Exceptional customer service skills via any medium; including phone, email, and/or face-to-face interactions.

* Demonstrated ability to work in a flexible and fast-paced work environment.

* Good intuitive decision-making skills; ability to exercise good judgment and initiative; ability to prioritize and independently organize work to ensure smooth flow of departmental operations.

* Must demonstrate excellent attendance record.

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-###-#### or [email protected].