Rural Track Program Coordinator (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.


Rural Track Program Coordinator (Administrative Coordinator)

US-OR-Madras

Job ID: 2025-34740
Type: Regular Full-Time
# of Openings: 1
Category: Administrative/Office Support
Madras, OR

Overview

Key Responsibilities & Performance Standards

COLLABORATION ACROSS RESIDENCY PROGRAMS

• Maintain strong collaboration with the overlapping urban Portland Residency program.
• Foster strong, reciprocal relationships with faculty, residents, and administrative staff in both settings to ensure alignment of onboarding, orientation, curriculum, goals, and resident experiences.
• Maintain active involvement in the tracking processed for first year residents by staying informed of ongoing developments, ensuring clear communication with Portland coordinators, and verifying that all relevant information is consistently received and understood by the RTP Program Director.
• Support the transition for residents moving from Portland to Madras

PROGRAM COORDINATION AND RECORD KEEPING

• Help achieve long-range objectives, short-term operational goals of the program and assist in the development of operating plans.
• Maintain graduate database and processes verification requests.
• Track and/or verify resident applications for board certifications, licensing, or other credentialing paperwork.
• Serve as a point of contact between residents, faculty, and hospital administration. This often involves relaying information about policies, changes in schedules, and other important updates.

RESIDENT SCHEDULE CREATION AND MANAGEMENT

• Schedule and coordinate the multiple resident learners working in clinical sites in Central Oregon, seamlessly integrating ACGME, program, department, and learner needs with the needs of preceptors, faculty, clinical sites, and health systems. (e.g., continuity clinic sessions).
• Collaborate with Portland faculty and administrative staff to create the Year One resident rotation schedules and verify that all relevant information is consistently received and understood by the RTP Program Director.
• Lead the development of Year Two and Three schedules.
• Ensure all schedules align with educational requirements and incorporate components such as inpatient rotations, call, continuity clinic, and specialty clinics. Manage schedule change requests throughout the academic year to maintain accuracy and compliance.
• Update and distribute rotation schedules for residents (e.g.,QGenda, Kronos and MedHub).
• Adjust shifts for residents due to last-minute changes (e.g., illness, emergency).
• Confirm and update external rotation schedules and onboarding.
• Coordinate scheduling and delivery of didactic content.
• Develop and deliver technical training to residency staff and leadership, clinical staff, and residents to understand functionality of scheduling system as well as resolving technical issues for self and others directly with software vendor.
• Coordinate scheduling and supervision of annual ABFM In-Training Exam (ITE) for residents and prepare score reports for residents and advisors.

COMPLIANCE AND EVALUATION

• Understand and interpret policies governing residency education from accrediting bodies including ACGME, ABFM, and institutional GME policies to develop internal scheduling policies and systems to maintain compliance.
• Schedule and facilitate Clinical Competency Committee (CCC) meetings semi-annually and the Program Evaluation Committee (PEC) annually.
• Maintain the evaluation processes via MedHub to ensure residents, faculty, and rotations are evaluated according to ACGME requirements.
• Make recommendations to program leadership and staff regarding approval/denial of use of Continuing Medical Education (CME) time, complex schedule change requests, and leave plans based on in-depth knowledge and understanding of program policies.
• Evaluate scheduling systems and procedures for effectiveness and propose process improvement initiatives to standardize and streamline workflows.
• Coordinates annual reporting processes including ACGME and ABFM surveys, ABFM Residency Training Management System, program

• 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.

Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.

• Bachelor’s degree
• Must have experience and general knowledge in the use of technology (MS Office, Webpage basics, Database entry and reporting functions).
• Ability to disseminate policies and procedures, analyze processes, and provide suggestions for improvements.
• Previous experience handling confidential information.
• Demonstrated experience coordinating multiple ongoing projects.
• Demonstrated experience communicating to a variety of stakeholders.
• Previous experience in an educational/academic environment.
• Experience with Medical Terminology
• Previous experience with medical reporting education software such as (MedHub).
• Previous experience with audio/visual equipment (Ex. virtual meeting platforms and uploading documents to online sites)
• Experience with coordinating meetings, seminars, or conferences.Excellent verbal, professional writing, and presentation skills. Administrative skills coordinating complex schedules.

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