Edtech.com's Summary

Oregon Health & Science University is hiring an Administrative Coordinator. This role provides comprehensive administrative support to the Infectious Diseases Fellowship Program and Division, managing compliance with Accreditation Council for Graduate Medical Education requirements, coordinating schedules, and overseeing recruitment processes. The coordinator will handle complex administrative tasks, from managing conferences and fellow onboarding processes to maintaining accurate records and supporting the division's head on various administrative matters.

Highlights

Administrative support to the Infectious Diseases Fellowship Program and Division.
Maintain compliance with ACGME and RRC requirements.
Manage schedules, conferences, and recruitment processes.
Administrative tasks include record keeping, file management, and invoicing.
Required intermediate MS Office skills and experience with Oracle or similar systems.
Requires four years of office experience or equivalent qualifications.
Salary range: $28.25 - $38.19 per hour.
Preferred experience in residency or fellowship coordination exceeding one year.

Administrative Coordinator Full Description

Department Overview:

The OHSU Division of Infectious Diseases is a group of academic physicians, allied health professionals and nurse practitioners specializing in the diagnosis and treatment of infectious diseases and related disorders. The Division is a leader in clinical medicine, research and education, with a focus on providing outstanding patient care and growth opportunities for all faculty and staff.

The Division of Infectious Diseases is currently comprised of 25 primary and affiliated faculty. The Division's clinical activities include adult General ID inpatient consult services and a dedicated Transplant ID consult service, all of which see inpatients at OHSU and the affiliated Portland Veteran's Administration Hospital and Hillsboro Medical Center. Function/Duties of Position:

Administrative support to the ID Fellowship Program, including but not limited to:

Coordinates and maintains compliance of all administrative components required for continued Accreditation Council for Graduate Medical Education (ACGME) accreditation and Residency Review Committee (RRC) for fellowship programs, in cooperation with Program Director/Associate Program Director.
Supports Program Director/Associate Program Director in maintaining compliance with evolving ACGME and RRC requirements and assists with ensuring program success and improvement.
Manages and coordinates numerous conferences, schedules, and on-call schedules. Maintains and creates fellow and faculty on-call schedules and enters into SmartWeb.
Implements all aspects of fellowship application process. Maintains ERAS database. Administers recruitment program including marketing, applicant contact, application processing and screening, interview day planning, coordinating, hosting, and evaluation and raking procedures. Also, proctors yearly fellow In-Service Exams.
Manages and coordinates with Program Director/Associate Program Director various program and trainee evaluation systems, in compliance with evolving ACGME and RRC requirements.
Synthesizes and reports evaluation data at least annually for program and trainee evaluation committee members. Coordinates fellow compliance with ACGME required evaluation completion.
Actively evaluates and seeks to improve upon processes and systems involved with the administration of the training programs, in coordination with Program Director/Associate Program Director and faculty.
Develops forms and systems to complete work. Disseminates policies and information to staff and faculty. Plans, prepares and presents training. Coordinates the editing, proofing, printing, and distribution of brochures, syllabi and manuals.
Prioritizes program wide responsibilities. Coordinates fellowship on-boarding.
Manage the fellowship program evaluation process. Analyzes data and uses judgment to make decisions regarding coordination of the program.
Implement additional duties as assigned by Division Fellowship Program Director and/or Associate Director.

Administrative support to ID Division Head, ID Division Manager and ID Division, including but not limited to:

Record keeping, file management (electronic and hard copy), processing administrative requests, phone lines (administrative and ACD lines), purchasing, travel administration, accounts payable/distribution requests, VA and medico-legal invoicing, check deposits, financial and data processing and analysis, information assistance, maintain ID Division’s office equipment, create and maintain clinical calendars for attending services, on-call services, and division meetings, and special assigned tasks and projects. Clinical reporting and creating/monitoring inpatient and outpatient schedules, SmartWeb calendars, data draws, i-Expenses, phone call routing and ordering for division supplies and onboarding support to faculty, fellows and staff.
Computer and division office equipment support – provides support on OHSU systems and software, performs analysis/troubleshooting to resolve problems with hardware and software, interfaces with the help desk regarding hardware, software and network problems and tracks problem tickets and work orders to resolution, assists with development of training to users, analyzes, troubleshoots and resolves user access problems, help in maintaining updated ID websites with Department of Medicine,
Coordination and liaison with other offices, individuals, and external institutions on a range of complex operational and administrative issues.
Responds to questions and resolves discrepancies.
Compiles statistical information related to program success rate and/or performance to be used by others to make decisions related to the program.
Implement additional duties as assigned by Division Head and Division Manager.

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 A Bachelor’s degree and two years of general office or secretarial experience
Intermediate skills in MS Office (Word, Excel, Power Point, and Outlook).
Demonstrated ability to schedule appointments and handle complex calendaring
Demonstrated ability to operate busy, multi-line telephones
Proficient in Oracle or a similar ordering system, including experience with creating requisitions and receiving
Demonstrated previous experience with general financial reconciliation
Demonstrated skills with composition, correspondence, editing, and proofreading documents
Demonstrated ability to coordinate travel arrangements and process travel reimbursements
Event coordination, catering, and meeting/greeting visitors and affiliates
Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers
Demonstrated evidence of strong written and verbal communication skills; must be detail oriented, self-motivated and able to problem solve; excellent interpersonal and public relations skills; strong organizational skills, must be flexible, creative, with demonstrated professional customer service skills/experience both over the phone and in person; ability to work accurately and without constant supervision
Coordinate and run audio/visual equipment for presentations

Preferred Qualifications:

A Bachelor’s degree
Two years of general office or secretarial experience
More than 1 year experience as Coordinator of a residency or fellowship
Financial experience
Fellowship Coordinator experience of more than 1 year and familiarity with RRC and ACGME fellowship guidelines, ERAS system and evaluation software systems.

Additional Details:
Ability to work in a busy office environment with frequent disruptions and prioritizing required multi-tasking, Monday through Friday weekly.
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.

Original Job Description

Department Overview:

Administrative support to the ID Fellowship Program, including but not limited to:

Coordinates and maintains compliance of all administrative components required for continued Accreditation Council for Graduate Medical Education (ACGME) accreditation and Residency Review Committee (RRC) for fellowship programs, in cooperation with Program Director/Associate Program Director.
Supports Program Director/Associate Program Director in maintaining compliance with evolving ACGME and RRC requirements and assists with ensuring program success and improvement.
Manages and coordinates numerous conferences, schedules, and on-call schedules. Maintains and creates fellow and faculty on-call schedules and enters into SmartWeb.
Implements all aspects of fellowship application process. Maintains ERAS database. Administers recruitment program including marketing, applicant contact, application processing and screening, interview day planning, coordinating, hosting, and evaluation and raking procedures. Also, proctors yearly fellow In-Service Exams.
Manages and coordinates with Program Director/Associate Program Director various program and trainee evaluation systems, in compliance with evolving ACGME and RRC requirements.
Synthesizes and reports evaluation data at least annually for program and trainee evaluation committee members. Coordinates fellow compliance with ACGME required evaluation completion.
Actively evaluates and seeks to improve upon processes and systems involved with the administration of the training programs, in coordination with Program Director/Associate Program Director and faculty.
Develops forms and systems to complete work. Disseminates policies and information to staff and faculty. Plans, prepares and presents training. Coordinates the editing, proofing, printing, and distribution of brochures, syllabi and manuals.
Prioritizes program wide responsibilities. Coordinates fellowship on-boarding.
Manage the fellowship program evaluation process. Analyzes data and uses judgment to make decisions regarding coordination of the program.
Implement additional duties as assigned by Division Fellowship Program Director and/or Associate Director.

Administrative support to ID Division Head, ID Division Manager and ID Division, including but not limited to:

Record keeping, file management (electronic and hard copy), processing administrative requests, phone lines (administrative and ACD lines), purchasing, travel administration, accounts payable/distribution requests, VA and medico-legal invoicing, check deposits, financial and data processing and analysis, information assistance, maintain ID Division’s office equipment, create and maintain clinical calendars for attending services, on-call services, and division meetings, and special assigned tasks and projects. Clinical reporting and creating/monitoring inpatient and outpatient schedules, SmartWeb calendars, data draws, i-Expenses, phone call routing and ordering for division supplies and onboarding support to faculty, fellows and staff.
Computer and division office equipment support – provides support on OHSU systems and software, performs analysis/troubleshooting to resolve problems with hardware and software, interfaces with the help desk regarding hardware, software and network problems and tracks problem tickets and work orders to resolution, assists with development of training to users, analyzes, troubleshoots and resolves user access problems, help in maintaining updated ID websites with Department of Medicine,
Coordination and liaison with other offices, individuals, and external institutions on a range of complex operational and administrative issues.
Responds to questions and resolves discrepancies.
Compiles statistical information related to program success rate and/or performance to be used by others to make decisions related to the program.
Implement additional duties as assigned by Division Head and Division Manager.

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 A Bachelor’s degree and two years of general office or secretarial experience
Intermediate skills in MS Office (Word, Excel, Power Point, and Outlook).
Demonstrated ability to schedule appointments and handle complex calendaring
Demonstrated ability to operate busy, multi-line telephones
Proficient in Oracle or a similar ordering system, including experience with creating requisitions and receiving
Demonstrated previous experience with general financial reconciliation
Demonstrated skills with composition, correspondence, editing, and proofreading documents
Demonstrated ability to coordinate travel arrangements and process travel reimbursements
Event coordination, catering, and meeting/greeting visitors and affiliates
Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers
Demonstrated evidence of strong written and verbal communication skills; must be detail oriented, self-motivated and able to problem solve; excellent interpersonal and public relations skills; strong organizational skills, must be flexible, creative, with demonstrated professional customer service skills/experience both over the phone and in person; ability to work accurately and without constant supervision
Coordinate and run audio/visual equipment for presentations

Preferred Qualifications:

A Bachelor’s degree
Two years of general office or secretarial experience
More than 1 year experience as Coordinator of a residency or fellowship
Financial experience
Fellowship Coordinator experience of more than 1 year and familiarity with RRC and ACGME fellowship guidelines, ERAS system and evaluation software systems.

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