Administrative Coordinator

Overview

OHSU is Oregon’s only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington.

We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health and with a network of campuses and partners throughout Oregon.

We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding. We are a statewide economic engine and Portland’s largest employer.

And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state.

The purpose of this job is to provide administrative coordination for the Family Medicine Residency Program at the Orenco Station Primary Care clinic.

The employee will assume independent responsibilities under the guidance of their supervisor and program directors for administrative efficiency.

Duties and responsibilities include supporting the medical director, practice manager and practice supervisor by coordination of incoming and outgoing residents, learner schedules, gathering and analyzing data, maintaining files, scheduling meetings and coordinating visits, coordinating incoming paperwork.

Position includes community outreach, fiscal management, facility management and other projects as needed.

Function / Duties of Position

Act as Department of Family Medicine Residency Coordinator for Orenco Station Primary Care, Resource for the residency section for resident scheduling issues, professional / behavioral issues.

Maintain resident personnel files on line. Works with manager to prepare staff feedback in specific areas related to evaluation process, compiles information in a summary report for Medical Director to review with faculty and residents during evaluation.

Assist with OB visit counts. Attends monthly meetings. Sets up advisor meetings. Other items as needed such as assisting with tours and orientation.

Coordinates the resident patient reassignment process for Participate in orientation and support for all residentsOrenco Station.

Organize clinic annual graduation activities. Coordinate and organize all new resident orientation activities. Responsible for key collection and removing pass codes.

Order new keys and pass codes for incoming residents.

Responsible for organizing medical student internships, scheduling and assistance. Provides orientation to OST clinic, tracks and documents appropriately.

Informs the department of learners at OST.

Templates : Creates and maintains clinician templates for 9 resident, 12 faculty and ancillary service schedules. Works closely with FM residency section to maintain accurate templates.

Creates and maintains clinic schedule calendars, on call, weekly and monthly clinician schedules, preceptor schedules, etc.

Network contact for computer and telephone issues, will need to troubleshoot and help educate staff and providers; Coordinate all technical ordering and repairs.

Polycom Contact requiring ability to trouble shoot issues, generate a schedule of Polycom events for residents, faculty and staff, and liaison with Department of Family Medicine for any issues or future training.

Maintain X drive, including policy and procedure folder.

Responsible for Oracle ordering, preparation of invoices for payments, maintenance of all ordering records, and assists the practice manager in budget preparation.

Develops detailed reports on a monthly, quarterly, semiannual or annual basis; complies, maintains tracking system on financial activities.

providing original receipts and minute meetings for invoices to be paid and tracking balance; and disbursement payments.

Reconcile Visa cards, maintain petty cash account and prepare journal entries.

Required Qualifications

Two years of general office or secretarial experience; OR

An Associate’s degree or certificate in office occupations or office technology and one year of general office or secretarial experience; OR

A Bachelor’s degree and one year 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.

Job Related Knowledge, Skills and Abilities (Competencies) :

Program management, scheduling, demonstrated evidence of strong written and verbal communications skills, ability to meet deadlines, fiscal management, willingness to serve as a positive and professional role model.

Program management, scheduling, demonstrated evidence of strong written and verbal communications skills, ability to meet deadlines, fiscal management, willingness to serve as a positive and professional role model.

Exceptional organizational skills, the ability to manage various projects with strong attention to details;

Ability to coordinate multiple complex schedules.

• Advanced computer (network) management and extensive word processing skills including : transcribing minutes and notes, editing and proofing written material;
• Excellent written and oral communication skills;
• Present a professional image at all times, demonstrate ability to interact with faculty, residents, staff, and OHSU executive staff;

Hold all information written and oral in confidence.

• OHSU systems : EPIC, Outlook, All Office applications, Kronos, Oracle ordering and GL, advanced Cadence scheduling / maintenance experience advanced Excel and access / paradox database skills;
• Advanced technical knowledge with ability utilize resources available to problem-solve technical disruption;
• Creative, high energy, team player with a sense of humor;

Strong financial, accounting and / or math background college courses and seminars in these areas would be considered.

Ability to multitask and manage multiple competing responsibilities day to day.

Preferred Qualifications

• EPIC training
• Two years medical or academic setting experience preferred
• Notary

All are welcome

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