Administrative Coordinator at Oregon Health & Science University – Portland, Oregon

Administrative Coordinator

US--Hybrid

Requisition ID: 2026-38468
Position Category: Hospital/Clinic Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: Rehab Administration
Posting Salary Range: $29.38 - $39.72 per hour with offer based on experience, education and internal equity
Posting FTE: 1.00
Posting Schedule: Monday - Friday
Posting Hours: 8:00am - 4:30pm
HR Mission: Healthcare
Drug Testable: No

Department Overview

The Rehabilitation Scheduling and Administrative coordinator performs a wide variety of technical tasks in support of the Division of Rehabilitation Services. Responsibilities include but are not limited to: scheduling of staff, processing of time corrections, accurate tracking of operational metrics such as payroll and financial reporting, opening/ closing templates in the electronic health record, reporting and promoting efficiency in these tasks; and accurate tracking of operational metrics and reporting. To a lesser extent the position schedules meetings, orders equipment and supplies, uses the electronic health record for scheduling and reporting, supports onboarding requirements and ongoing support of HR and regulatory requirements and supports content on the website. The role requires a high level of attention to detail, accuracy of work, use of several systems, and confidentiality.

Function/Duties of Position

• Promotes scheduling of staff. This includes scheduling in software (Qgenda) for outpatient and use of other software such as Microsoft Office in acute and pediatric areas. This also includes template management to align with the schedule and reporting.

• Processes time corrections and promotes best practices for payroll accuracy and efficiency (Kronos); and creates and disseminates reporting to promote effectiveness.

• Serves as a back up administrative coordinator by ordering equipment and supplies, creating requisitions within Oracle and promoting prompt reconciliation of purchasing orders for payment and reconciliation of purchasing card for same. Promotes clear systems for communication of needs and regular inventory, ordering process to ensure needed items obtained. Works within parameters of budget and notifies manager if outside parameters. Promotes onboarding of new staff and ongoing competency in meeting regulatory / HR compliance.

• Gathers, analyzes and reports compliance information including staff productivity and other metrics.

• 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.
• Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.
• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

Preferred Qualifications

• Bachelors degree in a business field and 6 months of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, OR
• Associates degree in a business field plus two years of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR
• Four years of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR
• An equivalent combination of education, training and/or experience.
• Healthcare experience with data management and use of computer systems. OHSU technical systems knowledge / experience.
• Database management Microsoft Office Epic – electronic health record Oracle Website updating SmartSheets

Additional Details

Computer proficiency for navigating an electronic medical record efficiently and using Word, Excel and Powerpoint and other systems. Frequent walking (<33% of the day) and sitting (=>66% of the day). Communication / speaking / hearing for telephonic communication. Physical mobility sufficient for managing inventory of supplies and periodic assistance with clinical environment (moving supplies, equipment, changing linen, routine cleaning – reaching, etc.).