The Administrative Coordinator performs a variety of advanced programmatic and administrative tasks to support the academic, clinical and research missions of the Division of Perinatology and the Department of Obstetrics and Gynecology. This position supports twenty one physicians, three researchers, and a vice provost; provides some fellowship program support; and provides support to research program staff.
Key duties and responsibilities:
Manages offsite credentialing for Faculty
Coordinates weekly fellowship conferences for the Perinatology Division
Coordinates the fellowship program in conjunction with the department fellowship coordinator to ensure that division-specific ACGME obligations and regulations are met
Coordinates monthly evening research meetings and Maternal Fetal Medicine business meetings
Coordinates yearly Division Retreats
Serves as the backup coordinator for Grand Rounds for the Department in conjunction with faculty leader: Schedules programs, distributes agenda information, and coordinates speakers, CME, room, and food. Organizes broadcasting or recording of Grand Rounds as appropriate. Maintains Grand Rounds website.
Maintains faculty calendars and files, correspondence, and division files
Maintains faculty licensure for Oregon and Washington
Coordinates travel arrangements for faculty and visiting faculty: makes reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; arranges calendar for visiting faculty
Assists with interview scheduling for candidates and assists with new faculty onboarding
Processes payments and/or reimbursements of faculty expenses, e.g., medical licenses, memberships, meeting/conference registrations. Includes making payments of other division-related expenses.
Processes monthly mileage logs for multiple faculty and multiple sites
Manages monthly medical director time logs for faculty serving in those positions off site
Analyzes the expenditures on faculty Personal Business Expense reports and report suspected errors to proper personnel for action to enable producing faculty with accurate reporting
Orders supplies and coordinates facilities work orders for the division
Answers division phones from 8:00am-4:30pm. Routes calls appropriately and takes messages for faculty. Checks voicemail and returns messages daily.
Greets visitors to the division, and serves as a guide for visiting faculty and other visitors
Provides superior customer service. Performs cross-coverage support for other administrative team members as needed.
Sorts mail for Department of OBGYN and manages updated department employee lists
Serves as network support for OHSU computer and telephone system (purchase software/hardware, coordinate moves and installations, coordinate repairs).
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm