Administrative Coordinator at Oregon Health & Science University

Posted in Admin - Clerical 9 days ago.

Location: Portland, Oregon

Job Description:

Oregon Health & Science University

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

Location: US-OR-Portland
Req ID: 2021-13562
Position Category: Administrative/Office Support
Position Type: Regular Full-Time
Job Type: AFSCME union represented
Department: Dietetics and Nutrition
Salary Range: $23.93-$28.15, commensurate with experience
HR Mission: Academics

Department Overview

This position coordinates program activities in the Graduate Programs in Human Nutrition (GPHN); provides support for the director, faculty, and preceptors; and works with students from application to graduation and beyond. This position reports directly to the GPHN Director.

Function/Duties of Position

  1. Enrollment Management: Develop and oversee implementation of student enrollment plan, including recruitment, application and admissions processes, student support, student tracking, etc. Oversee communication with prospective students, including answering questions about our program, coordinating student visits, linking prospective students to current students and alumni and responding to questions about our application process. Coordinate new student matriculation and on-boarding process to ensure all requirements are met and coordinate new student orientation.

  2. Academic Support: Coordinate course scheduling, including reserving classrooms and conference rooms placing videoconferencing requests and serving as liaison to OHSU Educational Communications (Ed Comm); communicate with OHSU Registrar's Office and students about courses offered each term; prepare classrooms for didactic courses and remote participation and dissemination; deploy speaker evaluations and send evaluation summaries to speakers and course instructor(s); receive and file university forms with Graduate Studies Office, generate registration, enrollments and other academic progress reports from Banner, Axiom, On Base and other databases to support student advising/ mentoring. Serve as a liaison between GPHN and Registrar and Financial Aid Offices.

  3. Administrative Program Support: Draft letters, memos, reports, from rough draft or general instructions. Assist with personnel management, including preparation and submission of HR documentation through Oracle, onboarding new employees, and coordination with departments of jointly-appointed faculty. Assist with administrative tasks related to the dietetic internship including tracking supervised practice hours and competencies, learning activities and evaluations and preceptor communication. Serve as GPHN timekeeper by scheduling bi-weekly reports, entering timecards as needed, updating timecards, and keeping up-to-date on policies and practices of timekeeping. Complete and submit faculty Effort Certification paperwork. Organize and maintain program files on the X-drive and OneDrive; effectively and efficiently communicate general university information to faculty, staff, students, preceptors, alumni, and others; serve as or assist IT Coordinator to ensure computers, printers, phones and other equipment are in working order; assists with CARS and other IT requests; supervise and delegate work to student workers; update GPHN Outlook calendar; edit and update content on website under direction of website Senior Editor; coordinate with OHSU Facilities Management to maintain safe workspace.

  4. Budgets and Purchasing: Perform budget-related activities to assist GPHN Director; complete standard journal entries, prepare monthly and annual general leger reports and perform monthly and annual account reconciliation for all GPHN-related programs, assist with inventory and purchasing of supplies; process reimbursements and reconcile P-card statements; receive and pay invoices; track and adjust LDs for GPHN faculty and staff; enter annual budget values into budget programs under supervision of the GPHN Director.

  5. Meeting and Events: Assist faculty in planning, scheduling and preparing for meetings and events; send out meeting invitations and remote login information to faculty/students/guests; attend faculty and other program meetings and take minutes, as requested; serve as program liaison to university-wide initiatives, such as, Convocation planning, Rural Campus initiative, and others.

Required Qualifications

  • 4 years of general office or administrative 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 administrative experience; OR An equivalent combination of training and experience.

  • Two years of experience working in an academic office environment in a positon that requires setting priorities and establishing effective daily work habits.

  • Must be able to work diplomatically in a team environment, as well as independently.

  • Ability to prioritize, set obtainable goals; be self-directed, identify support needs and apply independent judgement; work efficiently under pressure of multiple deadlines (able to track multiple tasks and projects through various stages of development and implementation).

  • Proficiency in PC operating systems and computer applications including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Oracle, Banner, Discoverer, etc. Demonstrated experience in word processing, reporting, and database management is essential. Excellent written and oral communication skills that show attention to detail and proper grammar, spelling, word choice.

Preferred Qualifications

  • Bachelor's degree in nutrition and/or dietetics.

  • Three years' experience in administrative and organizational work.

  • Credentialed as a Dietetic Technician, Registered.

  • Understanding of and experience with dietetics practice competencies and dietetic internship processes, respectively.

  • Experience with health professional students and faculty in higher education settings.

  • Experience with budget management and reporting.

  • Experience with spreadsheets, remote conference systems, and on-line survey deployment.

  • Knowledge of OHSU systems, such as Oracle financial applications, Human Resources, OHSU contract procedures, etc.

  • Knowledge of website content, application, survey and course management tools, such as, UNICAS, Qualtrics, and Sakai.

  • Previous experience with college level applications and admissions and computer application software such as On Base, Axiom, and Degree Works.

Additional Details

Working conditions: Office environment, M - F, regular business hours, with the option for the occasional evening or weekend events.

Physical demands & equipment usage: Work will primarily take place at a computer workstation; must be able to sit for extended periods of time, talk on the phone, type, etc.

All are welcome

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.


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