Administrative Coordinator - Dean Administration
Full Time
United States
Posted
Job description
Department Overview:
As the Administrative Coordinator you are responsible for assisting in the day to day functioning of the Office of Faculty Development and supporting the initiatives, activities, and committees that facilitate faculty development for the School of Medicine. You will be the first point of contact for internal and external customers and is responsible for being knowledgeable enough about faculty development offerings, policies, and processes to speak with the community about them. While also supporting the Office of SoM Diversity, Equity, and Inclusion Office to advance the SOM DEI & AR Strategic Plan.
This position is eligable for telework Function/Duties of Position:
Preferred Qualifications:
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
The Office of Faculty Development advocates for and facilitates ongoing professional development and well-being of all faculty by supporting their pursuit of excellence in teaching, research, personal growth and service.
As the Administrative Coordinator you are responsible for assisting in the day to day functioning of the Office of Faculty Development and supporting the initiatives, activities, and committees that facilitate faculty development for the School of Medicine. You will be the first point of contact for internal and external customers and is responsible for being knowledgeable enough about faculty development offerings, policies, and processes to speak with the community about them. While also supporting the Office of SoM Diversity, Equity, and Inclusion Office to advance the SOM DEI & AR Strategic Plan.
This position is eligable for telework
Support the SoM Faculty Development Program
- Provide administrative support to the Associate Dean, including conference registrations, preparing travel reimbursements and scheduling appointments/calendar oversight.
- Provides administrative support for the Stepping In program. This will include coordination with administrative support for supporting SoM Stepping in facilitators, providing lists of attendees to CDI for incorporation into compass, scheduling meetings for SoM facilitators.
- Attends Stepping In Sessions and provides administrative support to Associate Dean for Faculty Development & Associate Dean for Diversity, Equity, Inclusion at delivery of sessions (virtual and in person).
- Answer phone and email inquiries for faculty development email inboxes, redirecting to appropriate staff if appropriate. Handle and sort mail as appropriate and manage events calendar.
- Provide support for the Faculty Advancement and Development Committee, and any workgroups. Assist in agenda distribution, material preparation, prepare, and distribute minutes. Liaise with the appropriate Dean’s Office staff to maintain membership lists.
- Assist the FD Administrative Coordinator in executing live events and producing virtual events, including: ordering materials or catering, creation and printing of event materials, entering verification of attendance data, on-site support during event, speaker and attendee communications before/after event, creating/managing virtual meeting spaces. Responsible for other duties as needed by specific event.
- Create and manage calendar events for activities. Assist with attendance tracking at FD activities.
- Provide administrative support to FD initiatives such as Education Scholars Program (ESP), Early Career Advancement Program (ECAP), Mid-Career Clinical Leadership Development Program (MCCLDP), Faculty Development Fridays (FDF), and others as developed.
- Provide administrative support to new mentorship or FD initiatives (e.g P&T peer mentorship program, MINT)
- Liaise with other members of broader faculty development initiative teams and directors.
- Provide basic administrative support to the Educators’ Collaborative.
Support the SoM Diversity, Equity, and Inclusion Initiatives
- Provide administrative support to the Associate Dean for Diversity, Equity & Inclusion, including conference registrations, preparing travel reimbursements and scheduling appointments/calendar oversight.
- Committee and meeting support for the SoM Diversity Advisory Committee. Responsibilities include coordinating meeting agendas, notices, follow-up action items and meeting minutes; set-up of A/V equipment, presentations and materials for distribution. Responsible for updating materials, plans, and logs.
- Administrative support and coordination of the Undergraduate Medical Education Mentorship Program. Responsibilities include but are not limited to, maintaining database, coordinating meetings and events, and sending program notices, and updates to participants.
- Administrative support and coordination of the ACGME Resident to Faculty Pathway program. Responsibilities include coordinating program meetings and events, and sending program notices and updates to participants.
- Assist with updating the DEI Platform which is linked to reporting submitted to the SoM Diversity Advisory Committee.
- Member of the Office of the Dean Administrative Team Contributes as a member of the Office of the Dean Administrative Team with other administrative assignments as necessary. This involves providing back-up support to other executive staff, front desk coverage, managing files and records, and other administrative duties as needed
Education:
- 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
Skills and Abilities:
- Experience preparing financial deposits and general expense reconciliation
- Experience with coordinating travel arrangements and processing travel reimbursements
- Experience in a receptionist or front desk role utilizing multi-line phones
- Experience scheduling meetings, creating and sharing agendas and meeting minutes
- Experience with event coordination, program meetings, arranging parking, preparing materials and meeting/greeting visitors, affiliates, and high level participants
- Superior customer service orientation
- Highly detail oriented
- Collaborative problem solver able to think creatively
- Excellent communication, analytical and organizational skills: both written and
- Exceptional customer service skills
- Ability to use tact and diplomacy to maintain effective working relationships
- Proficient with computers specifically MS Office (which includes Outlook, Excel, Access, Word and PowerPoint)
- Record of reliable attendance, punctuality and proven successful performance at past and present employers
- Skills with generating reports, composing, editing, proofing, copying and formatting materials
Preferred Qualifications:
- Experience working with academic health center faculty
- Experience using InDesign, Trumba, and Oracle systems
- Experience creating print media with strong design and layout knowledge
- Knowledge of online virtual room scheduling system, or procedure
- Proficiency with web content management system
- Experience with SmartSheet
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
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