Administrative Coordinator at Portland, OR (South West) – Portland, Oregon

General Front Office Support

• Work closely with other Front Office Staff in providing support services for the Pharmacy & Clinical Services Department. This support includes daily-to-weekly mail collection, sorting, and processing, such as the receipt and handling of checks for the Revenue Team in Pharmacy Services; maintenance of the general tidiness and efficiency of the Pharmacy Administration offices, which includes making sure all supplies are adequately stocked; supporting in-person meetings with catering assistance, printing/delivery of physical supplies, and other as-needed, day-of coordination.

Personnel/HR Support

• Serves as primary backup for department HR subject matter expert, including assisting with recruitments through the bid and ePAR processes, submitting HRE actions in Oracle employee records, monitoring all processes (such as TCAP background status updates) for pending new hires and preparing all pre-hire and onboarding materials for new hires, including accurate and timely updates on internal recruitment checklists;
• supports in-person onboarding for employees who do not start in their units on their first day;
• coordinates and collects signed Position Descriptions for each new hire; conducts a regular audit of employee records to identify and collect any missing documents, including Position Descriptions; collects updated employee licenses for any personnel who have licensing requirements, making accurate and timely updates in Oracle to ensure regulatory and legal compliance; processes all Oracle termination HRE actions, communicating with Timekeeping SME to ensure payroll details are accurate for employee final checks;
• maintains a productive relationship with all OHSU HR service areas (e.g. Records) for collaborative personnel work; responsible for maintaining confidentiality of personnel and administrative files and records.

Residency Coordinator

• Support Pharmacy Services Residency program with various administrative duties, including arranging annual certificate printing, travel for relevant conferences, on-site support for in-person events (assisting with catering and meal purchases, printing/office supply support, materials transport, and general as-needed assistance);
• supports Residency program accreditation survey with document control and support, available to assist during in-person and remote survey activities and events, and assisting with meeting coordination and hosting for any survey-related activities.

Other Duties as Assigned

Job Related Knowledge, Skills and Abilities (Competencies):

• Basic office operations
• Basic competency with Microsoft Office suite, including typing skills
• Work with high degree of accuracy and proficiency, with consistent ability to self-manage and meet deadlines

• Bachelor’s degree in Business Administration
• At least 2 years providing direct management support, including work with outside vendors and securing travel arrangements.
• At least 2 years project coordination experience.
• At least 2 years working with personnel management and/or Human Resources support

Job Related Knowledge, Skills and Abilities (Competencies):

• Knowledge of various Oracle applications
• Extensive customer service skills in a high-urgency environment
• Advanced skill level with MS Office Suite