Administrative Coordinator - Military veterans preferred

Oregon Health & Science University

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.


Administrative Coordinator

US-OR-Portland

Job ID: 2025-34049
Type: Regular Full-Time
# of Openings: 1
Category: Administrative/Office Support
Portland, OR (Marquam Hill)

Overview

Administrative support

• This position will be expected to independently manage complex scheduling priorities and support multiple leaders with day-to-day activities as assigned.
• This will include scheduling and coordinating meetings, assisting with in person/ virtual meeting preparation and set-up, putting together agendas and disseminating materials and information.
• As directed, assist departments/units with financial reconciliation, ordering office supplies, photocopying, scanning and filing.
• Manage multiple inboxes and reply and triage emails.
• Reconcile p-card expenses for self and others; handle PO (purchase order) requisitions and other payments, including tracking expenditures are complete via Oracle System. Prepare, submit, and track contracts as necessary.
• Organize and maintain unit files in electronic systems (i.e., OneDrive, Teams, etc.).
• Serve as administrative support for search committees as needed. This includes completing various search and human resource related tasks such as reviewing  resumes and interviewing applicants, making travel arrangements for candidates, making travel arrangements and itinerary(s) for candidates.
• Assisting with onboarding of new employees.

Office coordination

• This position will provide reception support, greet visitors and maintain a smoothly operating office suite.
• Serve as entry point at front desk, greet/escort visitors, etc.
• Order and organize supplies and make sure the office is running smoothly,
• Serve as department level Information Technology Contact (ITC) and space coordinator (including managing annual space survey).
• Coordinate the editing, proofing, and distribution of newsletters, brochures, manuals, forms, flyers, posters using desktop publishing software.
• Complete other coordination tasks/efforts as needed.

Events support

• This position will support a variety of events sponsored by CLDI, CAP, Science Education Opportunities and other Student Affairs units as needed.
•  Support will include both planning (coordinating space, catering, drafting agendas, etc.) and “day of” event management (meeting caters/food delivery, working with EdComm for technology and audio visual (AV) support, etc.).
• Complete other event support duties that as assigned.

Center for Learner Diversity and Inclusion generalist duties

• Assume responsibility for emerging areas of need as identified by Associate Vice Provost of CLDI.
• Contribute to the overall goals of CLDI and service to students as an active participant in all staff meetings and similar obligations.
• Serve on departmental and university committees, coalitions, task forces, and other ad-hoc assignments as requested.

Other duties as assigned

• Four (4) years of general office or secretarial experience; OR
• An Associate’s degree or certificate in office occupations or office technology AND Two (2) years of general office or secretarial experience; OR
• A Bachelor’s degree AND Two (2) years of general office or secretarial experience; OR
• An equivalent combination of training and experience.
• Four years clerical experience; OR
• two years of full-time work (or equivalent) providing administrative support to a senior level executive utilizing highly developed organizational skills.
• Demonstrated advanced computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies.
• Demonstrated advanced level skill in Microsoft Office Products (MS Outlook, Word, Excel, PowerPoint, OneDrive, TEAMS) and SharePoint.
• Demonstrated advanced level skill in understanding and managing multiple calendars, prefer experience working in Outlook.
• Ability to take and prepare accurate meeting minutes for multiple committees, as needed.
• Excellent organizational skills and attention to detail in order to coordinate multiple projects simultaneously.
• Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing executives and the ability to interact effectively with individuals all levels of organization.
• Demonstrated ability to anticipate needs and problems, and to reprioritize tasks in order to address shifting priorities in a highly charged environment.
• Ability to be flexible in a constantly changing environment as well as being a change agent.
• Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks, with the ability to use sound judgement.
• Excellent interpersonal skills; must be able to communicate effectively and clearly; and have the initiative and ability to work with diverse groups.
• Ability to interact effectively with all levels of organization.
• Ability to keep appropriate matter confidential.
• Excellent organizational, tracking, and follow through ability in prioritizing and coordinating multiple projects simultaneously.
• Ability to anticipate needs and problems, to prioritize tasks, and to handle multiple shifting priorities.
• Ability to assume new responsibilities on own initiative and execute them in an effective manner.
• Strong internet research knowledge and computer application skills.
• Ability to compose, edit and format correspondence.
• Ability to work with co-workers and customers in a professional and service-oriented manner.
• Ability to work unsupervised and accomplish required tasks and functions as well as understand when to escalate issues to management, using sound judgement.
• Ability to identify, troubleshoot and resolve problems in an effective manner.
• Ability to identify recurring support issues and recommend operational or technical changes to resolve.
• Possess excellent verbal and written communication skills.
• Possess excellent teamwork skills.

• Experience in an academic setting.
• Preference given to candidates with experience in working in higher education or an academic health center environment.
• Demonstrated experience in managing complex events.

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