Administrative Coordinator - Klamath Falls Campus

Department Overview

The Administrative Coordinator performs and coordinates a wide variety of advanced technical or administrative-related tasks in the academic area of the school as part of a team. These duties include administrative support for day-to-day program operations, student progression, and overall academic program support, including admissions, curriculum, academic course delivery, scheduling, and advancement. This position supports the campus/program as part of a team, which includes faculty and professional staff, and works closely with the Senior Campus Associate.

Function/Duties of Position

Course Administration (40% of duties)

Advises pre-nursing students.

Works closely with the Oregon Institute of Technology (OIT) admissions departments.

Participates in OIT student recruitment events.

Assists with community outreach events focused on student recruitment.

Assists with advising and monitoring current students each quarter regarding progress toward program completion requirements.

Maintains student files.

Meeting Management (30% of duties)

Plans and coordinates meetings with team members, stakeholders, and students as needed.

Books and verifies the availability of meeting spaces as needed.

Drafts agendas for meetings and distributes them for review before meetings.

Records detailed minutes of all faculty/staff meetings and other meetings as requested.

From meeting agendas, develops to-do lists and procedures for teams and individuals as needed.

Events and Hosting (10% of duties)

Assists with planning and implementing school-related events.

Public Relations and Cross-team Partnerships (10% of duties)

Maintains relationships, communicates, and coordinates with all critical stakeholders in the school, university, and community (e.g., Campus Associate Deans, rural Campus personnel, faculty, students, telehealth, preceptors, alumni, clinical partner administrators, and liaisons).

Program Administration (10% of duties)

Coordinates with team members and partners to arrange day and overnight travel.

Books rental cars, flights, hotels, and dining reservations/catering as needed.

With the finance/grants team, ensures team members adhere to all travel policy procedures set forth by OHSU and the federal government.

Assists with processing per diems and reimbursements upon return.

Required Qualifications

Education: 

• Four (4) years of general office or secretarial experience; OR
• An Associate's degree or certificate in office occupations or office technology AND two (2) years of general office or secretarial experience; OR
• A Bachelor's degree and two (2) years of general office or secretarial experience; OR 
• An equivalent combination of training and experience.

Compliance: 

• Code of conduct
• Respect in the workplace
• Applicable policies, procedures, and agreements related to position, department, or OHSU.

Additional Details

Benefits:

As one of Portland’s largest and premier employers, OHSU is committed to providing comprehensive, affordable, and customizable benefits for our employees. OHSU’s medical plans offer comprehensive coverage with access to the best physicians and hospitals, including the award-winning care we provide at OHSU. Most full-time employees do not pay any amount for employee-only coverage for medical, dental, and vision coverage. Our total rewards package includes up to 25 days of vacation*, 8 paid holidays**, employee discount programs and options for tuition reimbursement and retirement plans in addition to many other benefits.

 

*Benefits vary based on length of service and hourly/salaried status.

**Prorated based on FTE.

 

Working Conditions:

This position is located on the Klamath Falls campus at Oregon Institute of Technology and the work schedule is Monday-Friday 8:00-5:00. This position is hybrid and may include some limited remote work.

 

Physical Demands & Equipment Usage:

This position requires the ability to lift up to fifty (50) pounds on occasion.

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 aaeo@ohsu.edu. 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.