Administrative Coordinator

Department Overview

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

This position supports the Division of Hematology and Medical Oncology by providing administrative support to faculty, and technology support to faculty and staff in the Division.  This position uses self-reliant judgement, along with knowledge of Division and OHSU policies and procedures, in order to analyze situations and make independent decisions.

Duties will include:

1. Every Knight Cancer employee is expected to embody our guiding principles:

• We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
• We SUPPORT each other—Respect leads to trust, which leads to excellence
• We work as a CONNECTED team — We must leverage our collective brain power to conquer cancer because no one individual can do it alone

2. Administrative: Maintain complex calendar and appointments in MS Outlook.  Arrange travel for staff, outside visitors, and recruitments.  Act as liaison between staff and internal, community, national or international organizations.  Manage correspondence by initiating and responding to emails and calls.  Assist with a variety of medical and scientific documents, including license renewals. 

3. Provide support for the daily operations of the department by keeping manager informed of any updates and pending issues.  Attend 1:1, staff, and other meetings as needed.

4. Finance and Accounting:  Prepare reimbursements through iExpense, track faculty funds, and manage accounts payable and accounts receivable processes including invoicing to vendors and contracts.

5. Technical Support: Provide basic support for use of OHSU systems, equipment, and software. Enter requests into CARS and JIRA IT service systems. Perform basic analysis/troubleshooting to resolve problems with hardware and software; interface with help desk regarding hardware, software and network problems, and track to resolution. Share IT updates with manager and team. Make updates to Division pages on Bridge and OHSU website.

6. Equipment Management: Order computers, peripherals, desk phones, cell phones, SPOK Mobile, pagers, and printers. Manage distribution and set-up of equipment, including OHSU imaging and reimaging. Maintain loaner equipment, and manage moves and relocations of equipment.  Submit and track equipment repair requests. Keep an inventory of equipment, and arrange for equipment surplus as needed.

7. Software Management: Order and maintain software licensing, such as Adobe Acrobat and Dragon Speech Recognition.

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 of secretarial experience;
• OR an equivalent combination of training and experience
• 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.

Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience

Job Related Knowledge, Skills and Abilities (Competencies):

• Intermediate skills with Microsoft Office (Outlook, Word, Excel, and PowerPoint) on Windows OS. 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

Education & Experience:

• Bachelor’s degree
• At least two years of experience working within an academic setting and calendaring for faculty or high-level staff
• At least one year of experience providing entry-level support for technology systems and equipment

Job Related Knowledge, Skills and Abilities (Competencies):

• Experience with Adobe Acrobat
• Experience with Oracle iExpense

Additional Details

Please submit a resume and cover letter for your application to be considered. 

Please note: As of Oct. 18, 2021, all OHSU employees are required to be fully vaccinated against COVID-19. Fully vaccinated means you have received both doses of a two-dose, or one dose of a single-dose, FDA- or WHO-authorized COVID-19 vaccine and at least 14 days have passed since your final dose of COVID-19 vaccine. If you apply for and are offered a position, you must be fully vaccinated prior to starting work. 

If the position you are offered does not require direct, in-person patient care contact, you may request an exception to the vaccine policy for medical or religious reasons. OHSU uses very narrow criteria under the law to allow an exception and very few requests are being approved. 

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.