Administrative Coordinator

Department Overview

The Administrative Coordinator (AC) provides administrative support to the Ambulatory Oncology Clinics and Access teams in Hematology/Medical Oncology. The AC manages calendars, meeting requests, completes HR transactions, assists with the creation and editing of reports, organizes the department policies and forms for accreditation checks, coordinates day-to-day administrative needs such as triaging calls and ordering supplies and helps the management team in any way that they need. The Administrative Coordinator serves as a communications specialist, providing clerical and reception skills, data collection and computer entry. The Administrative Coordinator provides problem-solving and performance improvement assistance on the unit and assists with IT troubleshooting.

The Knight Cancer Clinics and Care Management and Coordination provide total family-oriented medical care in a practice setting staffed by faculty (physicians, nurse practitioners, and physician assistants), fellows, residents and registered nurses of OHSU and conduct patient care five days per week. The practice provides age-appropriate care for adolescents, adults and geriatrics.

Function/Duties of Position

Unit Coordination:

• Responsible for the documentation and maintenance of unit daily huddle board, including daily staffing, escalations and announcements
• Input and manage ITG, facilities, EPIC, CARS requests
• Manages complex staff scheduling and coordinates day-to-day activities for Unit and Management.
• Arranges group and individual meetings with hospital and university officials, other area health care providers, physicians and nurses, consultants, etc.
• Coordinates the development and deployment of communication on operations changes impacting employees, vendors, and other stakeholders.
• Participate in performance improvement activities; check for presence or absence of required documentation and follow-up with responsible parties; collect and document quality data, as directed.

Administrative:

• Open, sort, and distribute unit mail
• Organize and maintain logs, filing, photocopying, faxing
• Prepares and types reports, proposals, etc., often dealing with material that is of a sensitive and confidential nature.
• Prepares and processes necessary paperwork for travel and conference arrangements, personal changes, contracts, disbursements, supplies and services.
• Transcribes dictation of confidential, technical and/or legal nature and transcribes notes from meetings and conferences.
• Attends staff and committee meetings as directed, recording proceedings as appropriate.
• Other duties as assigned.
• Manages spreadsheets for special projects.

Human Resources:

• Supports hiring processes through submission of ePARs, scheduling interviews, and processing applicable hiring paperwork
• Processes Personnel Action (PA) and new hire paperwork.
• Performs timekeeping duties

Reporting/Data Mining:

• Generates monthly financial and productivity reports for Ambulatory Oncology Unit.
• Compiles data reports from HR, financial and EPIC to help coordinate the goals of the department.
• Analyzes available data and assists the management team with providing statistical information related to program or operations.

General Functions:

• Demonstrates strong customer service skills in all interactions with both external customers (patients, families, referring providers and insurance carriers) and internal customers (OHSU health care providers and staff), including both telephone and face-to-face situations. Handles complaints and problems promptly and courteously. Supports the logistics of patient programming for Social Work.
• Communicates with patients/families, other health care team members, in a time and cost efficient, courteous manner. Demonstrates active listening skills and supportive, professional behavior at all times, to patients, families and staff.
• Participates in ongoing professional development and competency assessment. Includes but is not limited to: attends educational classes appropriate to a job development, communicates additional training needs to direct supervisor, attends staff meetings and orients new staff, cross-trains for position in assigned or other areas.
• Carries out job responsibilities in an ethical, effective, and professional manner. Reports potential compliance problems using the reporting processes as outlined in the Code of Conduct. Models ethical appropriate behavior, professional standards, compliance, and personal integrity. Participates in training programs. Understands and complies with the Code of Conduct, OHSU and department policies and procedures, applicable rules, regulations, etc.
• Assists with the coordination of projects, onboarding of staff, coordinates the implementation of newsletters and organizes the department website to keep it up to date and operating so that staff can find needed information quickly and easily
• Tracking foundation funds and grants

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

Preferred Qualifications

• HS Diploma or advanced degree preferred.
• Advanced Level knowledge of Epic systems.
• Knowledge of OHSU network systems, including Outlook and Microsoft Office products
• Advanced IT knowledge and troubleshooting of OHSU platforms
• Experience working in a clinical setting
• Proficient-level skills in all Microsoft Office applications, including Outlook, Excel, Power Point, Word, Cognos, WebI and EPIC
• Computer keyboarding skills including typing of 30 - 45 wpm.
• Demonstrated knowledge of medical terminology, oncology medical terminology, and health insurance concepts
• Strong relationship building skills with patients, health plans, providers, staff, management.
• Exceptional customer service skills, both in-person and on the phone.
• Exceptional interpersonal skills; ability to resolve conflicts and to problem solve between parties.
• Patient advocacy skills - evaluate patient concerns for timely resolution.
• Sensitive to patient needs.
• Familiarity with Oregon managed care health plans and requirements for processing authorizations.
• Maintain core competencies and demonstrate continuous application of these skills throughout the period of employment.
• Excellent organizational, tracking, and follow-through ability in prioritizing and coordinating multiple projects simultaneously.
• Ability to anticipate needs and problems, to prioritize tasks, and to handle multiple changing priorities.
• Ability to meet deadlines and respond to urgent patient and system needs.
• Ability to work independently.
• Willingness to serve as a positive and professional role model.

Additional Details

• Monday – Friday 8:00am-4:30pm or 8:30am-5:00pm
• Stooping, Crouching, Reaching, Listening, Sitting, Keyboarding, and ability to lift up to 50 lbs.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu