Project Coordinator

The School of Medicine Office of the Dean is the central administrative unit for the OHSU School of Medicine (SoM) which is comprised of clinical and basic science departments, centers and institutes and medical and post-graduate education programs. It is also the administrative center for the OHSU Practice Plan (OPP).

Administrative support. Key responsibilities include the following in support of members of the leadership team and the programs they lead:

• Manage and coordinate complex scheduling priorities and daily activities.
• Coordinate business related travel arrangements – registration, air, hotel, and ground transportation.
• Process travel and business expense reimbursements and OHSU Pcard reconciliations. This requires an understanding of OHSU policies and guidelines regarding reimbursements and responding to questions and resolving discrepancies.
• Records management, triaging phone calls, and mail distribution.

Coordination. Key responsibilities include the following in support of members of the leadership teams and the programs they lead:

• Committee support and coordination. This involves managing committee agendas, managing committee records and materials, organizing and distributing meeting materials, sending attendee notifications and reminders, attending meetings, and taking meeting minutes. For in-person meetings, responsibilities also include securing meeting space, setting up and managing AV equipment, and arranging catering.
• Meeting support and coordination as needed. This involves attending scheduled meetings to take minutes and action items and coordinate and manage presenter slides and materials.
• Coordinating visiting guest and/or candidate schedules. This involves coordinating meeting schedules, travel and lodging arrangements, and submitting travel reimbursements, if needed.
• Grand Rounds, event, seminar and conference planning. This involves coordinating location, guest invitation and registration, CME credit coordination, catering, and AV equipment for day of event; coordinating editing, proofing and distribution of event brochure and announcements.
• Develops detailed reports on a monthly, quarterly, semiannual, or annual basis as needed.
• Create content for monthly OCES newsletter.
• Coordinate content updates on program internal and external websites in consultation with program leader.

Contributes as a member of the Office of the Dean Administrative Team with other administrative assignments as deemed necessary.

• This will include coverage for other team members who are out of office, and regularly scheduled coverage of the Dean’s Office front desk. 

• Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program;
• A Bachelor's degree in Business Administration, Management, Public Administration or a closely related field may be substituted for up to two years of the required experience.
  • Note: there is no substitution for the two years of administrative experience.

• Demonstrated proficiency with MS Office 365 applications (Word, Excel, Outlook, PowerPoint, Teams and OneDrive);

• Demonstrated proficiency with SmartSheet and SharePoint

• Demonstrated proficiency with a variety of video conferencing platforms; at minimum Teams and Webex

• Demonstrated proficiency with FirstUp Studio to develop monthly newsletters.

• Ability to independently prioritize tasks in a fast-moving environment to ensure the smooth flow of services and operations;

• Experience troubleshooting complex technical and logistical issues in large meeting environments;

• Excellent customer service skills, verbal and written communication skills;

• Demonstrated skills with composing, editing, proofing, and copying written materials;

• Demonstrated record of reliable attendance, punctuality and proven successful performance at past and present employers;

• Ability to maintain the highest level of confidentiality and exercise discretion at all times;

• Exhibit professional behavior at all times, in person, over the phone and through electronic communications;

• Ability to receive and provide feedback in a constructive manner;

• Ability to work flexible hours during busy time;

• Exceptional organizational skills and detail-oriented skills;

• Ability to work independently and function as a team player.

• Experience with event and seminar planning and coordination.

• Ability to perform the job duties with or without accommodation.

• Two years of experience supporting director level, or above executive;

This job operates in a professional office environment. The work hours are from 8:00 a.m. – 5:00 p.m. Monday through Friday. The employee may be required to work outside of standard working hours with advance notice. This job is a hybrid position with the expectation to work in-person, schedule will be set by the manager. This role routinely uses standard office equipment such as computers, phones, and photocopiers.