Administrative Coordinator

Department Overview

The Division of Vascular Surgery at OHSU provides excellent patient care while maintaining educational and research-rich programs that train surgeons and researchers and enhance their understanding of the vascular system. A special interest in quality outcomes and measurement drives much of the division¿s research they offer a 2-year vascular and endovascular surgery fellowship as well as an integrated residency program. OHSU's vascular surgeons operate out of the Knight Cardiovascular Institute.

The Administrative Coordinator performs and coordinates a wide variety of advanced technical and administrative related tasks in support of the division of Vascular Surgery and special help with the Aortic Program. Residency Coordinator interact with residents, university faculty and staff in person, over the phone and via written communication regarding a wide variety of issues pertaining to Graduate Medical Education Will also serve as the IT contact and facilities contact for Vascular surgery which includes submitting facility requests, and helping division manager with maintaining space.

Pay Range: $ $38.19 per hour, Commensurate with Experience

Function/Duties of Position

Scheduling/Legal/Travel: Use Outlook and other software to make non-patient appointments and coordinate meetings for all faculty.  Facilitate travel arrangements for faculty. Schedule appointments for depositions and meetings for legal cases; provide information, including fee structure, and obtain consent to bill; request, organize and track legal records; contact legal/insurance offices to determine disposition of legal files at termination of case involvement. Load call schedules into SmartWeb for attendings, fellows, residents, and interns. Adjust call schedule as requested by physicians during normal office hours. Plan and execute division holiday party and graduation party, order weekly meeting food and refreshments.

Residency Coordination: Coordinating with the Residency Administrative Coordinator to interact with residents, university faculty and staff in person, over the phone and via written communication regarding a wide variety of issues pertaining to Graduate Medical Education. This includes:

• Working with GME to facilitate the intake of new resident/fellow, organizing and acquiring the necessary items for an incoming resident (i.e. pager, lab coat, ID badge, etc.).
• Working with faculty to prepare and submit evaluation forms to all faculty and residents; tracking receipt of each evaluation; verifying appropriate signatures are obtained. Distributing faculty and program evaluation forms to all residents and fellows; ensuring returned evaluations are kept confidential; creating anonymous evaluation of each faculty member and the program; distributing.
• Assisting Program Director with ACGME requirements by completing all Residency Review Committee documents; submitting resident information as requested; compiling and submitting information as needed.
• Coordinate medical student activities and lectures; assign faculty to lecture rotation.    

Assist Division Manager: Serve as secretary (may be confidential) to the Division Manager. Takes minutes at meetings; answers phones, greets visitors, screens calls; receives and reviews incoming mail and requests for information; determines mail needing further research; responds to items not requiring supervisory review or resolution; initiates follow-up letters or memos; organizes and maintains filing systems; creates and maintains routine spreadsheets, and data bases, coordinates work on assigned projects; serves as network support for OHSU computer and telephone system (purchase software/hardware, coordinate moves and installations, coordinate repairs, liaison to help desk personnel, schedule training, submits CARS requests); perform various confidential data entry services upon request.

Word Processing: Types letters, forms, memos, labels, abstracts, journal comments and other materials from rough draft or detailed instructions; proofreads documents for general clarity, punctuation, grammar, spelling, capitalization, and typing errors.

Miscellaneous Administrative Duties: Answer administrative phone line and route calls appropriately. Provide support and assistance for web production and maintenance, both and sites. Serve as Iron Mountain archive contact. Complete special projects as assigned including providing administrative support as needed to the Aortic Program.

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.

• Exceptional communication skills and organizational skills; detail oriented and committed to follow through; high level of initiative with the ability to work independently; ability to exercise sound judgment in making decisions or dealing with unusual situations, especially those involving confidential matters; exemplary customer service skills to serve both internal and external OHSU customers; ability to multitask and prioritize tasks/duties under pressure and in a fast paced office environment; outstanding interpersonal skills to interact professionally with residents, faculty, staff, and all levels of management; knowledge and understanding of hospital, clinic and University administration; Advanced knowledge of English language grammar and formatting required; Advanced Microsoft Outlook skills, including calendar management and email.  

Preferred Qualifications

• Bachelor's Degree & 1 year minimum experience in a healthcare office setting

• Two years experience prefered

• Intermediate to Advanced skills using Outlook calendaring.

• Experience with ERAS (Electronic Resident Application System) is preferred.

  Proven ability to attend regularly, on time and be prepared to work.

Additional Details

Work schedule is Monday through Friday, 8:00am to 4:30pm. Fast paced environment, working in close proximity to faculty, manager, and clinical scheduling staff. Some early meetings or evening faculty meetings as needed.

All are welcomeOregon 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 or

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