Administrative Coordinator (School of Medicine Dean Administration)
Oregon Health and Science University
Internal Number: 19725
The purpose of this position is to provide project management skills for multiple projects as follows: managing incoming and outgoing trainee verifications and certifications as required for by the Accreditation Council of Graduate Medical Education (ACGME); directing annual orientation for incoming residents/fellows; managing the ordering of coats/scrubs for all trainees; maintaining integrity of resident/fellow information and program data in the MedHub, Graduate Medical Education (GME) residency management database; coordinating call rooms and space requirements; managing the coordination of GME's diversity efforts; ordering business cards. In addition, this position may be responsible for administrative support for various GME events throughout the year including GME Community of Practice monthly meeting, GME Committee meetings, Diversity and Inclusion Subcommittee of GMEC (DISC) and the ACGME Resident and Fellow Diversity Committee (ARFDC) in addition to managing the Diversity Open House and Diversity Second Look programs.
This position also manages the yearly onboarding of 300 trainees, off-boarding of 300 trainees, and reappointment of 650 trainees. Due to the nature of GME, this position must be staffed by someone who is adaptable to change, willing to learn new things, is extremely detail-oriented and can multi-task in a busy environment. In addition, the ability to apply critical thinking skills and communicate clearly is necessary.
Function/Duties of Position
Information: Interacting with trainees, university faculty and staff and the public in person, over the phone and via written communication regarding the interpretation of policies and procedures pertaining to GME, all with the purpose of serving as advocate for the residents/fellows. Serve as the central point of GME knowledge for other GME staff, university personnel, residents/fellows, and the public. Responds to a high volume of daily inquiries via email and phone about specific OHSU GME information and services with an understanding that GME is dynamic with constant changes. Must be able to answer questions from incoming, off-boarding, and returning trainees regarding benefits, paid time off, parking, payroll, online training modules, licensure, contracts, meal tickets, equipment ordering, name changes, scrubs and lab coats, the VA and other aspects of training at OHSU. Each of these topics has a unique process that changes annually and is dependent on if the trainee is incoming, outgoing, or returning. Assist in managing the organization and maintenance of electronic filing systems; maintain logs and statistics related to over 950 residents/fellows in 93 ACGME accredited training programs.
Facilitating the intake of approximately 300 new residents/fellows, returning of 650 residents/fellows, and off-boarding of 300 trainees. Entering and auditing data for incoming residents into MedHub, our residency management system and generating reports for incoming, exiting, and returning trainees. Manage the verification of education and/or training for over 300 incoming residents/fellows each year as well as the outgoing final evaluation for all outgoing trainees. As well as ordering and maintaining the ordering of lab coats and personalized scrubs for every trainee. These tasks require extreme and consistent attention to detail and ability to use judgment to make independent decisions about the information received. The verification and evaluation processes are necessary and mandated by the ACGME and are required for all 93 accredited programs. The intake process also includes giving presentations on GME topics and policies (referenced in section 1) as well as coordinating orientation for incoming trainees each June and July. Orientation includes developing the educational content for online modules, coordinating speakers from across campus and assuring presentations meet regulatory requirements for incoming interns, residents and fellows. Requires in-depth knowledge of voiceover powerpoint recording and the development and employment of asynchronous learning systems for onboarding trainees.
This position manages diversity efforts made by GME by recruiting current faculty and trainees to assist in diversity projects, managing all aspects for the quarterly Diversity mentorship dinner series, scheduling and attending meetings for the DISC and the ARFDC monthly meetings, coordinating all Second Look Efforts, being a liaison with the Center for Diversity and Inclusion, and organizing any other diversity efforts that may be established in the future. This necessitates someone who is comfortable networking and communicating in a written form or via in-person communication.
Directly oversees the ordering of official certificates of completion for 93 programs and 300 residents and fellows by interfacing with the certificate vendor to ensure smooth and efficient processing and delivery. This includes working with MedHub to pull accurate reports. This also necessitates the ability to think of continual improvements and efficiencies to the process. Being the vendor contact requires quick and clear communication with multiple parties including the 950 trainees, the Program Coordinators, and OHSU's marketing department regarding correct branding compliance.
This role manages the space that is used by residents and fellows, which includes over 60 unassigned and program specific call rooms housed in various buildings across Marquam hill. Responsible for the management of these rooms including any facilities or IT requests, communication with housekeeping, and direct oversight of individuals who require access. This role also does quarterly usage studies to assure the assignment of these highly sought after space is equitable. If reassignment is to occur, this requires a sophisticated degree of professionalism in sharing the change to the current occupants.
Serve as administrative support for GME leadership. This includes scheduling rooms, scheduling meetings, setting up audio/visual recordings of seminars/meetings as necessary, as well as working with leadership on various projects which are instrumental for quality improvement in the hospitals and clinics. This may include assisting with data collection, analysis of the data and reporting on the data.
Work in partnership with GME's Fiscal Coordinator to process one-time payments for trainees and moonlighting contracts. Necessitates attention to detail, understanding of A/R processes and the ability to understand and explain ACGME and institutional moonlighting policy.
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
An equivalent combination of training and experience
Must have a proven record of consistent and extreme attention to detail.
Must have previous demonstrated work experience in a high volume customer service role.
Proven ability to multi-task, work with internal and external customers in a professional manner in a fast paced office.
Experience with handling highly confidential, sensitive information.
Experience with explaining and disseminating policies and procedures.
Must be able to work flexible hours during busy time (May/June/July).
Must be able to attend evening meetings once to twice monthly.
Must have at least one year of previous work experience with databases.
Skills and Abilities:
Demonstrated intermediate/expert proficiency with MS Office Suite (Word, Excel, Powerpoint and Outlook).
Ability to type accurately 50 WPM;
Ability to prioritize tasks in a fast moving environment to ensure the smooth flow of services and operations;
Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers;
Demonstrable professional customer service skills/experience, both over the phone and in person.
Must exhibit professional behavior at all times, both in person, over the phone and through electronic communications.
Ability to maintain the highest level of confidentiality and exercise discretion at all times;
Function as a team player is essential, with the ability to receive and provide constructive guidance/feedback.
Exceptional organizational skills with attention to detail a priority.
Excellent grammar, phone demeanor, oral and written communication skills.
Must be able to perform the essential functions of the position with or without accommodation
Able to become a Public Notary
Experience with educational processes for training residents.
Experience working with diversity initiatives.
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 email@example.com. 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.
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm