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

Administrative Coordinator

US-OR-Portland

Requisition ID: 2026-38506
Position Category: Administrative/Office Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: Knight Cancer Institute
Posting Salary Range: $29.38 - $39.72 per hour, with offer based on education, experience, and bargaining agreement with AFSCME 328
Posting FTE: 1.00
Posting Schedule: Monday - Friday, with occasional nights and weekends
Posting Hours: Standard business hours, typically 8:30am - 5:00pm
HR Mission: School of Medicine
Drug Testable: No

Department Overview

The OHSU Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable.

Function/Duties of Position

Position Summary:

This position supports the Division of Hematology and Medical Oncology within the Knight Cancer Institute, with emphasis on direct support to faculty. Duties include calendar management, meeting coordination, document preparation, travel coordination, purchasing, reimbursements, event assistance, and other duties as assigned. Serves as primary contact for various internal and external requests to the Division. Manages projects such as: tumor boards, call schedules, attending schedules, locums tenens invoicing, new provider and staff orientation as they arise. Develops and tracks the policies, procedures, systems, and forms necessary for relevant programs in the Division, and disseminates those to staff as required.

Key Responsiblities

Administrative:

Manage complex calendar and appointments in MS Outlook. Provide meeting coordination, document preparation, and event assistance. Arrange travel for staff, outside visitors, and recruitments. Manage correspondence by initiating and responding to emails and calls. Assist with a variety of medical and scientific documents, including CVs. Track subscriptions, memberships, and license renewals.

Provide basic IT and equipment support, and escalate issues as needed.
Review and distribute incoming mail, manage inventory and supply orders. Develop and track policies, procedures, systems, and forms, and disseminates those to staff as required. Provide support for daily operations of the team by keeping manager informed of any updates and impending issues. Attend 1:1, staff, and other meetings as needed.

Liaison:

Act as liaison between HemOnc Division staff and physicians with internal, local, national, and international institutions, as well as community and partner organizations.

Division:

Manage attending, call schedules, and projects, as assigned. Work with providers to create and update attending and call schedules in the Qgenda system. Responsible for the administrative management of providers’ projects, as assigned. Accommodate transitions in assigned provider support and projects, as needed.

Finance and Accounting:

Prepare reimbursements through iExpense, track faculty funds, and manage accounts payable and accounts receivable processes including invoicing to vendors and contracts. Process One-Time Payments for providers, prepare Purchase Orders for services such as locum tenens, and manage payments for providers contracted to other healthcare systems. Update Finance reference materials on Bridge site.

Development:

Participate in trainings and educational classes for professional and job development. Actively maintain competencies to meet the needs of the department.

Required Qualifications

Education & experience:

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.

Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.

Knowledge, Skills, & Abilities:

• Intermediate skills with Microsoft Office (Outlook, Word, Excel, and PowerPoint) on Windows OS
• Ability to use cloud-based applications (SmartSheet, Microsoft apps)
• Ability to accurately type 60wpm
• Intermediate skills with Oracle iExpense
• Ability to prioritize multiple tasks at one time, work under pressure, and meet deadlines
• Advanced organizational skills and ability to flex workload to adapt to changing priorities and organizational needs
• Ability to fit specific task requests into a broader context and anticipate needs not specifically identified
• Ability to work independently and as part of a team while being collaborative in resolving problems
• Excellent analytical and communication skills, both written and verbal
• Excellent customer service skills both on the phone and in person
• Ability to use tact and diplomacy to maintain effective working relationships with a wide range of staff and external audiences
• Ability to use discretion and maintain confidentiality
• Demonstrable record of reliable attendance

Preferred Qualifications

• Bachelor's degree
• Scheduling appointments and managing complex calendars.
• Coordinating events and travel arrangements.
• Providing technical support and troubleshooting office equipment.
• Processing expense reimbursements.
• Composing, editing, proofing, and copying written materials.
• Greeting and assisting guests.
• Ordering and maintaining office supply inventory and mail system.
• At least two years of experience working within an academic setting and calendaring for faculty or high level staff
• Knowledge of Adobe Acrobat

Additional Details

Apply online. Please include a cover letter pertaining to your interest in this position.

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