Administrative Coordinator - Oregon Health & Science University

Department Overview:

The basic science research departments at OHSU are seeking an outstanding administrator coordinator. This position provides exceptional customer service in a fast-paced, highly-productive, and diversified research and academic environment to faculty, staff, and trainees. Responsibilities include, but are not limited to purchasing/purchasing card reconciliation, travel planning/post-travel reimbursement, and seminar/event support.

Function/Duties of Position:

Lab purchasing and procurement-card (p-card) reconciliation

• Become familiar with OHSU purchasing/P-card policies and maintain knowledge as policies update.
• P-card acquisition, tracking, and reconciliation in iExpense.
• Reconcile of p-card transactions for faculty, staff, and trainees.
• Independently manage full-cycle ordering of research and office supplies, equipment, and other goods/services.
• Point of contact to explain OHSU purchasing policies and procedures.
• Request purchase orders (POs) for complex orders.
• Resolve purchasing issues related to invoicing, receiving, and returns.
• Process work orders, professional service contracts, standing orders, and other forms of procurement of goods and services.

Plan, arrange, and reimburse/reconcile department travel

• Become familiar with OHSU travel policies and maintain knowledge as policies update.
• Point of contact to explain OHSU travel policies and procedures.
• Arrange complex and detailed travel arrangements, itineraries, agendas, and compilation of related documents.
• Process travel reimbursements, related P-card reimbursements, hotel direct billing, and group travel.

Coordinate, plan, and oversee departmental seminar series

• Manage departmental seminar schedules.
• Point of contact between department and visiting speakers. Responsible for communication regarding travel, accommodations, honorariums, AV needs, and any other speaker/departmental need.
• Coordinate all logistics associated with seminar series including but not limited to travel, accommodation, catering, special event set-up/clean-up, communications, maintenance of seminar schedule, creating/maintain calendar invites, and AV coverage.
• Large event support. 

Other administrative responsibilities include:

• Website updates
• Office supply ordering
• Front desk support
• Faculty meeting support to include scheduling rooms, maintenance of calendar invitations, AV, and preparation of minutes.
• Facilities work requests
• Mail distribution
• Executive support
• Meeting scheduling
• Maintenance of conference room calendar(s)
• Faculty annual review and Promotion & Tenure support
• Development of promotional materials
• Social event support
• Key requests
• Computer access requests
• File maintenance 

Required Qualifications:

• Depends on experience. See below.
• 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.

• Intermediate to advanced computer skills. Ability to learn new systems with training.

• Team oriented, detail oriented, ability to problem solve.

• Excellent oral and written communication skills.

• Ability to exercise good judgment and initiative, ability to prioritize and organize workload. Capable in managing competing priorities.

• Self-directed on responsibilities associated with the position.

Preferred Qualifications:

• Background in seminar coordination, travel planning, and purchasing.

• Experience using Oracle for purchasing.

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.