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

Administrative Coordinator

US-OR-Portland

Requisition ID: 2026-38916
Position Category: Administrative/Office Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: Neurology
Posting Salary Range: $29.38 - $39.72 per hour
Posting FTE: 1.00
Posting Schedule: M-F
Posting Hours: 40 hours per week
HR Mission: School of Medicine
Drug Testable: No

Department Overview

With direct oversight from the Director of Education Programs and in collaboration with the Neurology Residency Program Director and fellowship program directors, the Program Coordinator serves as the primary coordinator for the Neuromuscular Medicine and Vascular Neurology Fellowship Programs and provides comprehensive administrative coordination for the Neurology Residency Program. This position manages day-to-day operational tasks for assigned programs and acts as a crucial liaison between residents, fellows, faculty, and program leadership. This position is integral to supporting ACGME accreditation compliance and program excellence under the direction of the Director of Education Programs.

*Please include a cover letter with your application and resume.

Function/Duties of Position

Neuromuscular Medicine Fellowship – primary coordinator
• Annual recruitment process: application processing and screening, interview day coordination, website and promotional materials,
evaluation and ranking procedures
• New fellow onboarding: orientation schedule and calendaring
• Accreditation compliance: ACGME documentation, annual program update support, site visit preparation
• Didactic series coordination
• Exam Proctoring
• Semi-annual CCC support: schedule meetings, compile and distribute milestone and evaluation data for program director
• Annual Program Evaluation support: pull evaluation reports and compile data for program director review
• MedHub rotation schedules, schedule verifications, and absence tracking
• MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluations
Vascular Neurology Fellowship – primary coordinator
• Annual recruitment process: application processing and screening, applicant host and liaison, interview day coordination, website and
promotional materials, evaluation and ranking procedures
• New fellow onboarding: orientation schedule, rotation schedules, and calendaring
• Accreditation compliance: ACGME documentation, annual program update support, site visit preparation
• Semi-annual CCC support: schedule meetings, compile and distribute milestone and evaluation data for program director
• Annual Program Evaluation support: pull evaluation reports and compile data for program director review
• MedHub rotation schedules, schedule verifications, and absence tracking
• MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluations
Residency Program – Operations Support
• Residency didactic series: coordinate and schedule Thursday noon conference, Monday noon conference series, Friday noon conference
series
• MedHub evaluation management: system setup, evaluation dissemination, completion tracking, compliance reminders
• MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluations
• Residency curriculum maintenance: maintain educational resources and support curriculum implementation
• Resident handbook: develop and maintain, coordinate annual updates
• Boot Camp coordination: annual 2-week orientation program for incoming PGY-2 residents including lectures, workshops, and simulation
• Exam proctoring and coordination: RITE exam scheduling, registration, proctoring, and records
• Conference attendance tracking: implement and maintain system per GMEC requirements
• IT requests: submit and track technology requests for education programs
• Alphagraphics Lead – business cards; graduation certificates if needed outside of GME spreadsheet
• Away rotations (Neurohospitalist, Other)
• Education Chief Support: Didactic support for education chiefs: scheduling, logistics, and materials coordination; Education chief handbook: maintain and coordinate annual updates
Program Administration
• Program Letters of Agreement (PLAs): develop and maintain PLAs for all programs across all participating sites
• Graduation: full event coordination including certificate orders, logistics, and vendor management
• Research Day coordination and support to Research Associate Program Director
• Visiting Observer 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.

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 one year of experience. Contact Compensation for confirmation of eligibility.

• Experience interpreting and implementing policies
• Advanced proficiency with Microsoft Office Suite (particularly Excel, Word, and PowerPoint)
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple deadlines and prioritize tasks effectively
• Excellent written and verbal communication skills
• Ability to interact professionally with residents, faculty, and stakeholders at all levels
• Ability to work independently and as part of a team
• Critical thinking and analytical skills for problem-solving
• Ability to interpret and implement complex regulations
• Demonstrated ability to handle confidential information with discretion
• Capacity to work effectively in a fast-paced environment with periodic interruptions

Preferred Qualifications

• Previous experience as a residency or fellowship program coordinator
• Experience coordinating residency interview schedules and recruitment processes
• Proficiency in ACGME's Accreditation Data System (ADS)
• Experience with residency management systems (e.g., MedHub, New Innovations)
• Experience with scheduling software (e.g., Amion)
• Understanding of ACGME Common Program Requirements and specialty-specific requirements
• Knowledge of Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) functions
• Familiarity with NRMP and ERAS processes
• C-TAGME certification (Certified Training Administrator for Graduate Medical Education)

Additional Details

Working Conditions:

• Full-time position, Monday through Friday, onsite every Thursday
• Occasional evening or weekend work required during peak recruitment and event periods
• Hybrid work arrangement with primary office location on OHSU campus
• Office environment with standard equipment use

Physical Demands & Equipment Usage:

• Ability to work at a computer workstation for extended periods
• Capacity to read detailed information from digital displays
• Manual dexterity to operate standard office equipment and computer peripherals
• Verbal and auditory ability to communicate effectively in person, via phone, and video conferencing
• Ability to speak clearly and demonstrate patience and understanding with diverse stakeholders
• Occasional light lifting and carrying of office supplies or equipment up to 15 pounds