Administrative Coordinator

Oregon Health & Science University Pay Range

This range is provided by Oregon Health & Science University. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$28.25/hr - $38.19/hr

Family Medicine at South Waterfront is a community based clinic offering primary care and specialty services for all types of patients. We treat everyone—babies, children, adolescents, adults (including moms‑to‑be), and seniors. Our services include maternity care (including deliveries), women's reproductive health, behavioral health care and counseling, transgender care, pediatric care, travel immunizations, podiatry, sports medicine, acupuncture, minor procedures, and health maintenance with preventive care.

Between 200 and 275 patients are seen per day by our 40+ providers assisted by 60+ staff members.

• Serves as administrative support to the FMSW management team, word processes a variety of correspondence, coordinates the editing, proofing, printing and distribution of reports, newsletters, brochures, grants and manuals; takes minutes at meetings; answers phones, greets visitors, screens calls; answers questions requiring research or technical knowledge; receives and reviews incoming mail and requests for information; determines mail needing further research; responds to items not requiring supervisory review or resolution;
  
  initiates follow‑up letters or memos; organizes and maintains filing systems; maintains medical director and manager’s calendar and schedules appointments and conferences; makes travel arrangements, arranges schedules of visits, makes reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; maintains attendance and payroll forms and records for work unit; prepares HR forms (PAR, HRE, PD, etc.), may utilize Oracle software to ensure correct information;
  
  assists with scheduling applicant interviews and evaluations, keeps logs and statistics related to program or operation; performs budget‑related activities, analyzes data, creates and maintains routine spreadsheets and databases, participates in preparing budget projections, monitors expenditures and compiles and generates status reports and reports deviations to manager; utilizes software to complete computerized purchasing; edits, proofreads and updates the FMSW web portal;
  
  creates forms, flyers, posters in conjunction with DFM communication specialist; develops and revises office procedures; coordinates work on assigned projects; orders and tracks supply needs, inventories and stocks when they arrive.
• Acts as residency coordinator. Resource for the residency section for resident scheduling issues, professional / behavioral issues. Maintain resident personnel files online. Works with manager to prepare staff feedback in specific areas related to evaluation process, compiles information in a summary report for Medical Director to review with faculty and residents during evaluation. Assist with OB visit counts. Attends monthly meetings.
  
  Sets up advisor meetings. Other items as needed such as assisting with tours and orientation. Coordinates the resident patient reassignment process. Organize clinic annual graduation activities. Coordinate and organize all new resident orientation activities. Responsible for key collection and removing pass codes. Order new keys and pass codes for incoming residents. Participate in orientation and support for all residents.
• Reporting. Compiles and creates daily, weekly (including written), and future Advanced Access (AA) Reports. Submits Primary Care Access Report based on AA reports. Compiles and reports weekly AVU student preceptors. Compiles and reports locum providers’ monthly visits.
• Responsible for organizing medical/PA student, Sub‑I, and JADECOM internships and clerkships scheduling and assistance. Provides orientation to clinic, tracks and documents appropriately.
• Creates and maintains clinician templates for faculty and residents and ancillary service schedules. Works closely with FM residency section to maintain accurate templates. Creates and…