Administrative Coordinator

Pay Range

$28.25/hr – $38.19/hr (OHSU provided; actual pay based on skills and experience)

The Administrative Coordinator (AC) supports the Ambulatory Oncology Care Management and Coordination team. The AC manages calendars, meeting requests, HR transactions, and assists with report creation and editing. The AC organizes department policies and forms for accreditation checks, coordinates day‑to‑day admin needs such as triaging calls and ordering supplies, and provides IT troubleshooting. The AC serves as a communications specialist, offering clerical, reception, data‑collection, and computer‑entry support.

The role helps the management team with problem‑solving, performance improvement, and assists with project coordination.

• Maintain the unit daily huddle board, documenting staffing, escalations and announcements
• Input and manage ITG, facilities, EPIC, and CARS requests
• Manage complex staff scheduling and coordinate day‑to‑day activities for the unit
• Arrange group and individual meetings with hospital and university officials, consultants, and other stakeholders
• Coordinate the development and deployment of communications on operational changes impacting employees, vendors, and stakeholders
• Participate in performance‑improvement activities and collect quality data as directed

• Open, sort, and distribute unit mail
• Organize and maintain logs, filing, photocopying, and faxing
• Prepare and type reports, proposals, and other sensitive and confidential documents
• Process travel, conference arrangements, personnel changes, contracts, disbursements, supplies, and services
• Transcribe dictation and meeting notes that are confidential, technical, or legal
• Attend staff and committee meetings, recording proceedings and notes
• Perform other duties as assigned
• Manage spreadsheets for special projects

• Support hiring processes through ePARs, interview scheduling, and paperwork
• Process Personnel Action (PA) and new hire paperwork
• Perform time‑keeping duties

• Generate monthly financial and productivity reports for the Ambulatory Oncology Unit
• Compile data reports from HR, finance, and EPIC to support unit goals
• Analyze data and assist the management team with statistical information related to programs or operations

• Demonstrate strong customer‑service skills in all interactions with patients, families, providers, and internal staff
• Handle complaints and problems promptly and courteously
• Communicate with patients/families and staff efficiently and courteously, employing active listening skills
• Attend ongoing professional development and competency assessment activities
• Adhere to ethical, effective, and professional conduct, and report compliance problems as outlined in the Code of Conduct
• Assist with project coordination, onboarding, newsletter implementation, and department website updates
• Track foundation funds and grants

• Four years of general office or secretarial experience or equivalent combination of training and experience
• Associate’s degree in office occupations or office technology with two years of experience; or Bachelor’s degree with two years of experience
• Additional certifications may be required based on department
• Completion of a formal OHSU Administrative Internship Program substitutes for one year of experience

• High school diploma or advanced degree preferred
• Experience working in a clinical setting
• Proficient skills in Microsoft Office, Cognos, WebI, EPIC, and Outlook
• Typing speed of 30–45 wpm
• Knowledge of medical terminology, oncology terminology, and health insurance concepts
• Strong relationship‑building, customer‑service, and conflict‑resolution skills
• Patient advocacy abilities and sensitivity to patient needs
• Familiarity with Oregon managed‑care health plans and authorization processing
• Advanced EPIC and IT troubleshooting knowledge
• Excellent organizational, tracking, and follow‑through skills, prioritization, and the ability to handle multiple changing priorities
• Ability to meet deadlines, respond to urgent needs, and work independently
• Willingness to serve as a…