Administrative Coordinator

Administrative Coordinator

The Department of Biomedical Engineering at OHSU is seeking an outstanding Administrative Coordinator. This position provides exceptional customer service in a fast-paced, highly productive, and diversified research and academic environment to faculty, staff, students, postdoctoral scholars, and visitors.

Responsibilities include purchasing and procurement card reconciliation, travel planning and reimbursement, seminar and event coordination, executive support for department leadership, departmental communications, and general administrative operations. The Administrative Coordinator serves as a key point of contact for departmental activities and is responsible for coordinating a wide variety of administrative functions that support departmental operations, faculty success, and strategic initiatives.

Function/Duties of Position

Purchasing, Procurement, and Financial Transactions

• Become familiar with OHSU purchasing and procurement card policies and maintain current knowledge as policies evolve.
• Manage procurement card acquisition, tracking, and reconciliation.
• Reconcile procurement card transactions for faculty, staff, and trainees.
• Independently manage full-cycle ordering of research supplies, office supplies, equipment, and services.
• Serve as a resource regarding purchasing policies and procedures.
• Request purchase orders and process complex procurement requests.
• Resolve purchasing issues related to invoicing, receiving, and returns.
• Process work orders, professional service agreements, standing orders, and other procurement activities.
• Coordinate collection and submission of receipts and supporting documentation related to departmental purchases and travel expenses.
• Monitor administrative transactions and identify issues requiring escalation or follow-up.

Travel Coordination and Executive Support

• Become familiar with OHSU travel policies and maintain current knowledge as policies evolve.
• Coordinate complex travel arrangements, itineraries, agendas, and supporting documentation for faculty, departmental leadership, and invited speakers.
• Process travel reimbursements, direct billing requests, group travel arrangements, and related procurement card reconciliations.
• Manage complex calendars and scheduling for departmental leadership and faculty committees.
• Coordinate annual faculty review process.
• Coordinate annual promotion and tenure process.
• Coordinate meetings involving internal and external stakeholders.
• Assist with department reviews and other faculty affairs processes.
• Handle sensitive and confidential information with discretion and professionalism.
• Draft and prepare correspondence, meeting materials, agendas, and other administrative documents.

Seminar, Event, and Communications Coordination

• Coordinate, plan, and oversee departmental seminar series and visiting speaker programs.
• Serve as primary liaison between the department and visiting speakers.
• Coordinate travel, accommodations, honoraria, catering, audiovisual support, scheduling, and communications.
• Plan and support department events, retreats, symposia, workshops, faculty recruitment visits, and social events.
• Assist with development and distribution of departmental communications, announcements, newsletters, and promotional materials.
• Coordinate website updates and assist with management of departmental web and social media content.
• Prepare meeting materials, agendas, and minutes as assigned.
• Support special projects and strategic initiatives as assigned by departmental leadership.

Department Operations and Administrative Support

• Serve as a point of contact for departmental administrative operations.
• Provide front desk and customer service support.
• Manage conference room scheduling and departmental calendars.
• Coordinate facilities requests, repairs, maintenance issues, and surplus activities.
• Process access requests, key requests, telecommunications requests, and computer access requests.
• Distribute mail and packages and coordinate shipping activities.
• Order and maintain office supplies.
• Coordinate faculty meetings, including scheduling, agenda preparation, note-taking, and follow-up communication.
• Support departmental safety activities and coordinate administrative aspects of laboratory and office compliance requirements.
• Maintain departmental records, process documentation, desk manuals, and job aids.
• Provide administrative support for new faculty onboarding and departmental operational initiatives.
• Perform other duties as assigned.

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.

• 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.

• Background in education and faculty affairs.
• Experience using Oracle for purchasing.

Additional Details

Monday – Friday, 40 hours per week. May select own schedule provided core in-person attendance hours of 9am-5pm are covered. In-person attendance required. Exposure to basic science laboratories.

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Vacation - up to 200 hours per year dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and national businesses.

Why Apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact View email address on click.appcast.io