Administrative Coordinator

Administrative Coordinator

US--Hybrid

Requisition ID: 2026-40703
Position Category: Administrative/Office Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: Otolaryngology - HNS
Posting Salary Range: $30.34 - $41.02 per hour with offer based on experience, education and internal equity
Posting FTE: 1.00
Posting Schedule: Monday - Friday, can telecommute
Posting Hours: 8:30am - 5:00 pm, some varying days
HR Mission: School of Medicine
Drug Testable: No
LinkedIn Job Code: #LI-KR1

Department Overview

This purpose of this position is to provide advanced technical knowledge and administrative coordination for the Department of Otolaryngology. The Administrative Coordinator will perform and coordinate a variety of administrative tasks within the department, including supporting providers and our educational programs.

Function/Duties of Position

Coordination: Assists with 10+ complex department call schedules including the creation, managing changes, and updating SmartWeb and QGenda to ensure there are no errors. Coordinates and implements entire administrative process of Everts-Smith fund including tracking grant spending and creating/disseminating quarterly expense reports, coordinate meetings to discuss grant applications, create and disseminate grant application materials. Develops technical policies and procedures for the department, coordinates department weekly events including Grand Rounds, assist with day of event support for interviews, courses, and department events. Support new provider roles including a faculty medical student clerkship coordinator, evaluation coordinator, and an associate program director, Distribution of ACGME required Surveys/Evals for peds fellowship, back up point of contact for credentialing.

Administrative Assignments: Monitor and respond to various department shared inboxes, assist division chiefs with setting up division specific meetings, support faculty meetings, take minutes for various meetings, back up department ITC, maintain faculty, personnel, and other HR files, coordinate scheduling faculty interviews, creates and distributes department mailers, order supplies from Staples, Amazon, for department and maintain supply inventory, track and update contact lists and distribution lists, coordinates the editing, proofing, and distribution of department and alumni newsletters through First Up and Marketing Cloud, maintain and update business cards and letterhead, provide overall administrative support to the department. 

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.

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

• Intermediate skills with Microsoft Office (Word, Excel, Outlook, Powerpoint).
• Ability to maintain the highest level of confidentiality and exercise discretion at all times
• Strong relationship building skills.
• Exceptional customer service skills - both in-person and on the telephone.
• Exceptional interpersonal skills-able to resolve conflicts and problem solve between parties.
• Demonstrates active listening skills and supportive, professional behavior.
• Demonstrated evidence of strong written and verbal communication skills.
• Ability to manage multiple priorities, prioritize workload, meet deadlines and meet urgent patient, physician and system needs.
• Ability to work accurately and without constant supervision.
• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Previous experience coordinating travel arrangements and interviews.
• Previous experience providing administrative support to a large number of managers, faculty, and/or staff.
• Previous experience working in an academic clinic setting with high clinic volume and multi-line phones.
• EPIC scheduling and template management experience preferred.
• Experience with SmartWeb and QGenda.

Additional Details

Monday - Friday, 8:30am – 5:00pm, flexible; hybrid work schedule. Mainly remote, occasional in office support required, occasional weekend and evening hours required for event support.

Equal employment opportunity, including veterans and individuals with disabilities.

PI286142485