Administrative Coordinator

Department Overview:

This position supports the Division of Aging, Alzheimer’s and Related Disorders at OHSU, including the Oregon Alzheimer’s Disease Research Center (OADRC) and the Layton Aging & Alzheimer's Disease Center. Division investigators contribute to national and international efforts to understand aging and research promising treatments for Alzheimer’s disease and related disorders.

Function/Duties of Position:

This position will perform administrative duties to support the initiatives of the Division of Aging, Alzheimer’s and Related Disorders. Additionally, this position is responsible for scheduling and coordination of participant visits and other activities for multiple research studies.

 

Responsibilities

• Assist the Division Chief in scheduling meetings and formatting and mailing letters and other Division of Aging documents.
• Field phone calls and act as primary contact for the Division of Aging including the brain donation program, directing calls as needed.
• Coordinate meetings, assist with meeting agendas and take notes.
• Work with Principal Investigators and/or other staff to support research study activities, reporting and outreach efforts. Accompany participants to study visits if needed.
• Prepare for and coordinate study visit logistics including scheduling participants and staff (physicians, assessors and others), clinic space, imaging and/or other appointments.
• Organize and maintain study documents and materials.
• Process reimbursements and honoraria, order and manage division and research supplies.
• Assist with IT needs as a Division ITC including computer and phone orders for new hires.
• Kronos timekeeping for Aging and Alzheimer’s Division.
• Assist with management of center publications and references for grant applications.
• Other duties as needed.

Required Skills

This work requires independent judgement, problem solving skills, project and time management. Strong interpersonal communication and organization skills are essential, including being able to communicate effectively and professionally both verbally and in writing. This position also requires the ability to complete complex and detail-oriented duties while working closely with other staff members, investigators and study participants.

 

Please include a cover letter with your application.

 

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
• Intermediate to advanced skills in Word, Excel, Outlook, and other MS Office programs
• Strong writing, editing and proofreading skills
• Demonstrated high level of independence, organization and attention to detail
• Ability to efficiently manage multiple tasks and prioritize projects
• Excellent written and verbal communication skills – including the ability to speak and communicate clearly and demonstrate a high level of professionalism
• Must be able to work effectively both as a team member and independently
• Familiarity with scientific and health-related terminology
• Able to perform the essential functions of the position with or without accommodation

Preferred Qualifications:

• Clinical research and/or administrative experience

Additional Details:

Working Conditions:

• Typical schedule: M-F, occasional nights and weekends
• Work schedule may vary depending on job/study requirements
• Travel between meeting locations including using the Portland Aerial Tram
• May have regular exposure to noise and interruptions
• Work location on the Marquam Hill campus with option to work remotely 2 days per week after probationary period

Physical Demands & Equipment Usage:

Ability to work at a computer for a large portion of the work day. Will need to talk on the phone regularly to respond to calls.

 

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